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Home My WebLink About20241641.tiffRESOLUTION RE: APPROVE LARIMER COUNTY'S REQUEST OF HOMELAND SECURITY GRANT PROGRAM'S NORTHEAST ALL -HAZARDS REGION EIGHT FISCAL AGENT FOR DESIGNATION OF WSP USA, INC., AS SOLE SOURCE VENDOR FOR MIGRATION OF CASCARTA MAPPING APPLICATION TO ARCGIS ONLINE WEB APPLICATION WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, pursuant to Resolution #2023-1214, approved on May 1, 2023, Cheryl Pattelli, Weld County Chief Financial Officer and Director of Finance, was designated as the Fiscal Agent for the Colorado Department of Public Safety, Division of Homeland Security and Emergency Management, Homeland Security Grant Program for the Northeast All -Hazards Region Eight, and WHEREAS, pursuant to Section 5-4-90 of the Weld County Code, purchases may be exempt from the quote and bid process if there is no competitive marketplace for the requirement, and WHEREAS, Larimer County submitted a request to the Fiscal Agent for designation of WSP USA, Inc., as a Sole Source Vendor for the migration of their Cascarta Mapping Application to the ArcGIS Online Web Application, and WHEREAS, the Fiscal Agent and Weld County Purchasing Manager have reviewed the request and recommend the Board designate WSP USA, Inc., as a Sole Source Vendor, and WHEREAS, after review, the Board deems it advisable to designate WSP USA, Inc., as a Sole Source Vendor. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that WSP USA, Inc., be, and hereby is, designated as a Sole Source Vendor. cc: ACT (crico /D W), Pv R „co, FM (RR) O71.2. /.2H 2024-1641 FI0080 DESIGNATION OF WSP USA, INC., AS SOLE SOURCE VENDOR PAGE 2 The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 19th day of June, A.D., 2024. BOARD OF COUNTY COMMISSIONERS WELD COU O ATTEST: eidm;,,k Weld County Clerk to the Board ByO071,11 rx to rdc. Deputy Clerk to the Board APP:OVED A ,_.. torneyl Date of signature: �` Zil�Z O Keyi� Ross, Chair Perry L. B Mike Fre-man i Saine Pro-Tem 2024-1641 F10080 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Sole Source Designation — WSP USA DEPARTMENT: Accounting/Purchasing DATE: June 11, 2024 PERSON REQUESTING: Chris D'Ovidio, David Winklbauer, Toby Taylor Brief description of the problem/issue: Larimer Co. OEM has been awarded a Homeland Security grant for enhancements to its existing Critical Infrastructure Mapping Tool — Cascarta. Larimer OEM is requesting a sole source contract with WSP USA, the vendor who created the existing system, due to their in-depth knowledge and unparalleled understanding of the tool's architecture, database structure, and codebase. Using the vendor who initially created the tool minimizes the risk of compatibility issues with a new version while maintaining the tool's reliability and effectiveness. What options exist for the Board? Consequences: Impacts: Costs (Current Fiscal Year / Ongoing or Subsequent Fiscal Years): Recommendation: Approve sole source recommendation for AT&T FirstNet- WSP USA , "Inc • Support Recommendation Schedule Place on BOCC Agenda Work Session Other/Comments: Perry L. Buck, Pro-Tem Mike Freeman Scott K. James Kevin D. Ross , Chair Lori Saine 2024-1641 EM OD 2,t fI 0 OHO Karla Ford From: Sent: To: Cc: Subject: I approve Perry Perry Buck Thursday, June 13, 2024 8:22 AM Karla Ford Commissioners Re: Please Reply - WSP USA, Cascarta Sole Source Determination Sent from my iPhone On Jun 12, 2024, at 2:48 PM, Karla Ford <kford@weld.gov>wrote: Please advise if you support recommendation and to have department place on the agenda. Karla Ford* Office Manager, Board of Weld County Commissioners 1150 0 Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kford@weldgov.com :: www.weldgov.corn **Please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.** <image002.jpg> Confidentiality Notice: This electronic transmission and ony attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Chris D'Ovidio <cdovidio@weld.gov> Sent: Tuesday, June 11, 2024 9:41 AM To: Karla Ford <kford@weld.gov> Cc: Esther Gesick <egesick@weld.gov>; Cheryl Pattelli <cpattelli@weld.gov>; David Winklbauer <dwinklbauer@weld.gov>; Nicole Cantrell <neahrhscoordinator@gmail.com>; Toby Taylor <ttaylor@weld.gov> Subject: WSP USA, Cascarta Sole Source Determination Please see the attached pass around approved for routing to the commissioners for a sole source determination. Thanks Christopher D'Ovidio Accounting Department 1150 O Street Karla Ford From: Sent: To: Cc: Subject: Support ** Sent from my iPhone ** Scott James Wednesday, June 12, 2024 3:06 PM Karla Ford Commissioners Re: Please Reply - WSP USA, Cascarta Sole Source Determination Scott K. James Weld County Commissioner, District 2 115O O Street, P.O. Box 758, Greeley, Colorado 8O632 97O.336.72O4 (Office) 97O.381.7496 (Cell) Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. On Jun 12, 2O24, at 2:48 PM, Karla Ford <kford@weld.gov>wrote: Please advise if you support recommendation and to have department place on the agenda. Karla Ford Office Manager, Board of Weld County Commissioners 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kfordweldgov.com :: www.weldgov.com *Please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.** <imageOO2.jpg> Confidentiality Notice: This electronic transmission and any attached documents or other writings ore intended only for the person or entity to which it is addressed and may contain information that is privileged, .confidential or otherwise protected from disclosure. If you hove received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. 1 Karla Ford From: Sent: To: Cc: Subject: Mike Freeman Wednesday, June 12, 2024 2:54 PM Karla Ford Commissioners Re: Please Reply - WSP USA, Cascarta Sole Source Determination Approve Sent from my iPhone On Jun 12, 2024, at 2:48 PM, Karla Ford <kford@weld.gov>wrote: Please advise if you support recommendation and to have department place on the agenda. Karla Ford g Office Manager, Board of Weld County Commissioners 1150 O Street, P.O. Box 758, Greeley, Colorado 80632 :: 970.336-7204 :: kfordweldgov.com :: www.weldgov.com **Please note my working hours are Monday -Thursday 7:00a.m.-5:00p.m.** <image002.jpg> Confidentiality Notice: This electronic transmission and any attached documents or other writings are intended only for the person or entity to which it is addressed and may contain information that is privileged, confidential or otherwise protected from disclosure. If you have received this communication in error, please immediately notify sender by return e-mail and destroy the communication. Any disclosure, copying, distribution or the taking of any action concerning the contents of this communication or any attachments by anyone other than the named recipient is strictly prohibited. From: Chris D'Ovidio <cdovidio@weld.gov> Sent: Tuesday, June 11, 2024 9:41 AM To: Karla Ford <kford@weld.gov> Cc: Esther Gesick <egesick@weld.gov>; Cheryl Pattelli <cpattelli@weld.gov>; David Winklbauer <dwinklbauer@weld.gov>; Nicole Cantrell <neahrhscoordinator@gmail.com>; Toby Taylor <ttaylor@weld.gov> Subject: WSP USA, Cascarta Sole Source Determination Please see the attached pass around approved for routing to the commissioners for a sole source determination. Thanks Christopher D'Ovidio Accounting Department 1150 0 Street Greeley, CO 80632 tel: 970-400-4447 email: cdovidio@co.weld.co.us Proposal for Cascarta Tools in ArcGIS Online I Pace 1 April 28, 2023 Kohl Parrott Emergency Management Coordinator Larimer County Office of Emergency Management 200 W. Oak Street Fort Collins, CO 80521 Dear Mr. Parrott: WSP USA Inc. (WSP) is pleased to submit this proposal for exploring the development of Cascarta tools within the ArcGIS Online Web App Builder environment, leveraging off -the -shelf functionality and available widgets. The following proposal reflects our understanding of your stated needs and objectives and includes our proposed technical approach to accomplish those objectives. Project Understanding In 2018, Larimer County contracted with WSP (then Ecology and Environment, Inc.) to collaborate on developing Cascarta, a custom web -based mapping tool that allows users to model the relationships between community assets and the cascading effects of disaster on the community. Cascarta's key functionalities include the Quick Viewer, Cascading Effects Viewer, Hazard Analysis Tool, dependency mapping between assets, save a scenario function, and editing functionalities. At the end of the development phase, Cascarta's web files and database were migrated to and are now maintained on Larimer County's server. Since the initial development of Cascarta, WSP has continued working with the County to expand its functionality. In 2021, WSP worked with Larimer County to address minor bugs identified in Cascarta and add new functionality to existing tools, and in 2022, we submitted a proposal in response to a request from the County for additional customization to capture demographic data and allow analysis of disaster impacts to neighborhoods and communities. Based on our most recent conversation with you in April 2023, it is our understanding that the Larimer County Office of Emergency Management is requesting support to develop the Cascarta data layers and tools within ArcGIS Online Web App Builder environment, leveraging off -the -shelf functionality and available widgets. The County is pursuing this transition to promote increased use of Cascarta's functionality by other County departments and partner organizations, who already use ArcGIS Online, and to make it easier for users to maintain and add data layers. It is understood that much of the custom functionality, analysis, and reporting that was custom developed for Cascarta will be lost in this transition, but WSP will explore creative ways to use standard Web App Builder functionality that allow the County to explore and maintain the Cascarta data. The County's objectives for this effort include: • Migrate all Cascarta map layers to ArcGIS Online, a commonly used environment within the County's Office of Emergency Management and partner organizations. • Recreate as much functionality as possible from the custom Cascarta application to a new ArcGIS Online Web App. For custom functionality that cannot be recreated inArcGIS Online, explore creative workflows to accomplish similar useful analysis or reports using available tools. WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGIS Online 2 • Document how to use the new ArcGIS Online Web App. • Document workflows for maintaining and editing the data layers through ArcGIS Pro software, which will allow County staff to edit Cascarta ArcGIS Online feature classes (layers) real time. Permissions for viewing and editing will be managed within ArcGIS Online group settings and user profiles. Scope of Work The following scope of work reflects our understanding of Larimer County's request to migrate the custom Cascarta mapping application to an ArcGIS Online Web App, leveraging available tools in that environment. Task 1: Project Management and Needs Assessment Within one week of contract signature and notice to proceed, WSP's Project Manager (PM) will schedule a project initiation call with Larimer County's project lead to review the scope of work, schedule, and invoicing and progress reporting requirements. On the call we'll also discuss and confirm minimum functionality needs of the new ArcGIS Online Web App, and identify uncertainties and functionality that cannot be recreated/mimicked in ArcGIS Online Web App Builder. During the project, we will prioritize continued frequent and flexible coordination with Larimer County's project lead, with coordination calls scheduled at a minimum of every other week. WSP's PM will submit monthly invoices and progress reports summarizing work completed in the current reporting period, work planned during the next reporting period, and any emerging issues or opportunities. WSP also will maintain the project schedule, which will be included in progress reports and updated as needed. For costing purposes, we have assumed a nine -month schedule. Task 2: Initial Development of New ArcGIS Online App Task 2 includes migrating data from Cascarta to the ArcGIS Online Web App and exploration of functionality included in Cascarta that may be mimicked in ArcGIS Online. Functionality Limitations and Tradeoffs- Migrating from the custom web application Cascarta to the standard ArcGIS Online Web App will result in loss of functionality and a need to explore available widgets/tools within ArcGIS Web App Builder. Much of the work in this task will be researching, configuring, and developing creative workflows/analysis that will allow the end user to view or report desired outputs. As WSP works with the County on this iterative process, it's anticipated that the final ArcGIS Online Web App will have a much different look, user experience, and functionality. WSP assumes that the Web App will be developed within the County's ArcGIS Online Organization allowing WSP to have write permissions to create, save and share content. Migrate data to ArcGIS Online as hosted feature classes. WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGIS Online I Page 3 Facility/Asset Points- Migrate Facility Points, explore contingent type/subtype domains within ArcGIS Online for filtering and visualizing, and for editing in ArcGIS Pro. The goal is to maintain the different asset classes and symbols that are used in the Cascarta application. Dependency Lines- Explore how to visualize dependency relationship lines in ArcGIS Online through filtering and possibly creating relationship classes. Currently, it is not certain whether ArcGIS Online can mimic the dependency relationships in Cascarta, and this will need to be researched during the development task. Dependency Line editing and creation will be done by the County in ArcGIS Pro software following project completion. Service Area Polygons- Migrate and explore how to leverage these in ArcGIS Online analysis and reporting tools and widgets. Dependency Line editing and creation will be done by the County in ArcGIS Pro software following project completion. Communities and US Census Demographic Data- Migrate to ArcGIS Online, and explore how impact tools can report on this information. Quick Viewer Tool functionality- This tool functionality will be replaced with a workflow using multiple off the shelf tools/widgets within ArcGIS Online Web AppBuilder to select a facility point and show polygon service areas for that point, then select other types of facility points within that impacted service area. This workflow could subsequently be continued to drill "downstream" to affected facilities and select their services areas (if applicable) to further visualize and report on affected communities and Dependency Lines. WSP will document which tools/widgets were explored and note reasons if functionality could not be accomplished. Cascading Effects Tool functionality- The Cascading Effects Tool functionality will be replaced with a workflow using multiple off the shelf tools/widgets within ArcGIS Online Web AppBuilder for selecting facility points and reporting which dependency lines, downstream facilities, and demographic polygons could be affected by a hazard encompassing or affecting the selected points. WSP will document which tools/widgets were explored and note reasons if functionality could not be accomplished. Results of analysis and reporting tools will be presented visually within the Web App and will allow export to MS Excel or shapefile formats, within the limits of ArcGIS Web AppBuilder capabilities. Occasionally, government agencies may publish authoritative web data services compatible with ArcGIS Online formats. External data/map services can be integrated into the ArcGIS Online Web App as an overlay to the County's data (for example, a streaming weather doppler radar layer or a layer from Larimer Emergency Telephone Authority). We have assumed that during initial development, the County will identify any external data/map services with URLs WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGIS Online . > 4 that they would like added to the Web App; additional hours are not included for research of external data services that maybe available. WSP will document how to add external map/data services, and the pros and cons of doing so. Task 3: Testing and Tester Training WSP places substantial emphasis on the Testing and Tester Training Task as the foundation to successful tool implementation and positive user experience. During this task, our team will work closely with the County project lead (and other key users if desired) to ensure understanding of the ArcGIS Online tools, workflows, and how to edit and maintain their GIS data and information. After initial publication of the initial ArcGIS Online Web App, we will facilitate a review call with the County's project lead to review the Web App and functionality and then allow time for the County to test and review the changes (this will be considered round 1 of County feedback and revisions). Once WSP has incorporated any edits from round 1 feedback into the Web App, the second round of testing will follow in the same fashion as the first round. Following the second round of testing and completion of the requested changes, the County's project lead will provide written approval of the ArcGIS Online Web App when satisfied. Round 1 of ArcGIS Online Web App delivery and training > Round 1 of County testing feedback V Round 2 of ArcGIS Online Web App delivery and training Round 2 of County testing feedback Task 4: Final Training and Go Live Final delivery and approval Upon approval of the Web App's interface and functionality, WSP will provide virtual training and demonstrations to the County's project lead. WSP can assist the County with sharing the Web App on their ArcGIS Online Organizational Groups and adding ArcGIS Online user members to go live. WSP assumes that the Web App will be developed within the County's ArcGIS Online Organization, allowing WSP to have write permissions to create, save and share content. In the event the Web App is developed within WSP's ArcGIS Online and needs to be migrated to Larimer County's ArcGIS Online, this would require additional WSP labor hours, which would be discussed with and approved by the County before onset of the work. If in -person delivery, setup, or training is required, travel costs will be discussed by the project leads and approved by the County prior to scheduling. WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGIS Online I Page 5 Task 5: Documentation of Workflows & Maintenance WSP will develop general documentation/instructions for using the newly created ArcGIS Online Web App and tools. This will include a basic overview of data layers, overview of the in -panel widgets and navigation, instructions on how to use the widgets, as well as workflows and examples to obtain the information sought. Additionally, WSP will provide documentation of how to edit and maintain the ArcGIS Online hosted feature classes within ArcGIS Pro software (for example, how to add new facilities and edit the type and subtype). This will require the County to have access to and general editing skills in ArcGIS Pro software. Task 6 (Optional): Maintenance and Editing WSP offers its expertise and analysts to continue assisting the County in maintaining and editing the new ArcGIS Online Web App as needed. GIS data is seldom static and often needs to be edited or refreshed. Additionally, as technologies advance new functionality or tools may become available that the County wishes to integrate in the Web App, and WSP has the skillset and knowledge to assist with these enhancements as needed. If the County selects this task, detailed scopes of work will be discussed and agreed to by the County and WSP and approved by the County before work begins. Cost WSP's firm -fixed price for this project is $69,700. An estimated cost summary for each task is included below. WSP will invoice monthly on a percentage -of -completion basis, and payment terms are net 30 days. Requests for additional work outside of the scope of this project would be reviewed by the County and WSP and approved by the County before work begins. Additional work would be charged according to hourly rates that apply during the calendar year in which work occurs. Table 0 Cost Estimate by Task Task Cost Task 1: Project Management and Needs Assessment $13,178 Task 2: Initial Development of New ArcGIS Online App $28,890 Task 3: Testing and Tester Training $10,522 Task 4: Final Training and Go Live $5,212 Task 5: Documentation of Workflows & Maintenance $11,898 Task 6 (Optional): Maintenance and Editing TBD Total $69,700 Note: The costs presented above are estimates based on the needs and project goals communicated by Larimer County in April 2023. Requests for additional work beyond what is included in the scope of this project would be reviewed by the County and WSP and approved by the County before work begins. Additional work would be charged according to hourly rates that apply during the calendar year in which work occurs. WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGIS Online ;.- 6 Terms and Conditions The services provided pursuant to this proposal shall be governed by the terms and conditions outlined in Attachment A. We look forward to continuing to support Larimer County's efforts to leverage data tools in building resilient communities. If you have any questions or would like more information, please feel free to contact our PM, Jessica Forbes, at 303-222-8941 or jessica.forbesittwsp.com. Best regards, 6{‘, John Loranger, PE, CFM Central Mountain (CO, WY) Business Lead © 2023 WSP WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGIS Online I Page 7 Attachment A: Standard Terms and Conditions The following "Standard Terms and Conditions" shall apply to all of "the Services" carried out by WSP USA Inc. ("Company"), on behalf of Larimer County, Colorado "the Client" as of April 28, 2022. They shall constitute the sole contract between the company and the client until such time that they are replaced by a written, agreed, signed, and subsequent "Master Services Agreement." 1. DEFINITIONS a) "The Services" shall mean the scope of services, duties, and activities provided by the company to the client as defined in the attached proposal. b) The "Agreement" refers to these Standard Terms and Conditions subject to this document. 2. AGREEMENT The Agreement is between the Client and the Company. a) The client hereby confirms that it is entering into this agreement wholly on its own behalf and not on behalf of or for the benefit of any other party, and agrees that in the event of any claim for breach of contract arising out of or in connection with this agreement it shall be entitled to recover from the Company only the losses, if any, it has itself suffered. b) The Company shall in the performance of the Services (as defined in the proposal letter) exercise and will continue to exercise the reasonable skill, care, and diligence to be expected of a properly qualified and competent consultant experienced in the provision of such services as in effect at the time and location where the Services are performed. NO OTHER REPRESENTATIONS TO CLIENT EXPRESS OR IMPLIED, AND NO WARRANTY OR GUARANTEE IS INCLUDED OR INTENDED IN THIS AGREEMENT OR ANY REPORT, OPINION DOCUMENT OR OTHERWISE. c) The Company shall not be required to sign any documents, no matter by whom requested, that would result in the Company having to certify, guarantee or warrant the existence of conditions whose existence the Company cannot ascertain. The client also agrees not to make resolution of any dispute with the Company or payment of any amount due to the Company in any way contingent upon the Company's signing any such certification. d) The Services shall be provided by the Company for the sole benefit and use of the client unless otherwise agreed in writing by the parties. Unless otherwise agreed in writing by the parties, no person other than the client may rely on any report or other communication made in writing or otherwise by the Company in relation to the Services. e) The Company has no responsibility for hazardous or toxic substances or other waste materials found or identified as part of the services and the Company shall have no responsibility for the removal, treatment, storage, transport or disposal of these materials unless specifically agreed in writing with the client. In any event, the Company shall utilize only the licensed or permitted treatment, storage, or disposal facility or facilities designated by client. f) The information contained in the proposal is provided in confidence and regarded as commercially sensitive and confidential; in particular, rates, fees, personal information and other information WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGIS Online P,, 8 deemed by the Company to be commercially sensitive should not be released by the client to any other party without the Company's prior written consent. g) The client acknowledges and agrees that the Services may be performed in whole or in part by subcontractors selected by the Company in its reasonable discretion. The Company will name client as a third party beneficiary of all subcontracts entered into the performance of work under this agreement unless the client authorizes otherwise in writing. h) Client agrees that the Company is not responsible for damages arising directly or indirectly from any delays for failure of performance by Client or Client's contractors or consultants or discovery of any previously undisclosed hazardous substances or differing site conditions. In addition, if the delays resulting from any such causes increase the cost or time required by the Company to perform its services in an orderly and efficient manner, the Company shall be entitled to a reasonable adjustment in schedule and compensation. 3. COMPENSATION a) Compensation. In consideration of the performance of the Services, the client shall pay to the Company the fees stated in the proposal. b) Additional Services. If the Company is required by the client to provide additional services outside the scope and nature of the Services set out in the proposal letter, the client shall make payment according to the hourly rates and sums set out in the proposal letter. c) Termination. In the event that the client requests the Services to be aborted, the client shall pay to the Company the fees commensurate with the work completed by the Company. For the avoidance of doubt, the fees will include the preparation of reports or other deliverable items actually carried out whether or not the client requires them to be issued. d) Currency. All monies due to the Company shall be paid in US $ (dollars) unless specifically detailed otherwise. e) Invoices. Payment is due on the date of each invoice rendered and accounts must be settled in full within 30 days of the date of the invoice. Invoices past due more than 10 days will be assessed at an interest rate based on one percent (1%) per month or the highest applicable rate permitted by law, whichever is less. Notice of any dispute concerning an invoice must be provided in writing within 14 days of receipt of the invoice or the invoice is deemed to be correct and the full sum according to the invoice is due to the Company. 4. ACCESS TO INFORMATION Before the commencement of Services and continuing thereafter, the client shall immediately notify the Company of any known potential or possible health or safety hazards existing on or near the project site on which Services are to be, or are being, performed by Company or its subcontractors, with particular reference to hazardous substances or conditions. The client shall provide the Company with all relevant data and information in its possession relating to the site history, to the project, and to the environmental, geologic, and geotechnical surface and subsurface conditions of the site and surrounding areas. Furthermore, promptly on request by the Company, Client shall provide Company and its subcontractors with all information, requirements, reports, data, surveys, and instructions, and access to all premises within the client's control that Company may reasonably request to perform the Services. The Company may use such information, requirements, reports, data, surveys, and instructions in performing its Services and is WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGI5 Online Page 9 entitled to rely upon the accuracy and completeness thereof. The Company shall not be held responsible for any errors or omissions that may arise as a result of erroneous or incomplete information provided by client and/or client's consultants and contractors. 5. LIMITATION OF LIABILITY Client agrees that to the fullest extent permitted by law, the Company's total liability to client and third parties for any and all injuries, claims, losses, expenses, or damages whatsoever arising out of or in any way related to this agreement from any cause or causes, including but not limited to the Company's negligence, errors, omissions, strict liability, breach of contract, or breach of warranty, shall not exceed and shall be limited to the lessor of total compensation paid to and retained by the Company for services pursuant to this agreement or the amount of the Company's insurance provided pursuant to this agreement. The Company shall not be liable for any for lost revenues, lost profits, incidental, indirect, consequential, special or punitive damages incurred by the client. The Company's liability for any claims shall be further limited to such sum as it would be just and equitable for the Company to pay having regard to the extent of the Company's responsibility for the loss or damage suffered as a result of each claim or series of claims in question ("the loss and damage") and on the assumption that: a) all other Consultants and all Contractors shall have provided contractual undertakings on terms no less onerous than those applying to the Company in respect of the carrying out of their obligations, and b) there are no exclusions of or limitations of liability nor joint insurance or co-insurance provisions between the client and any other party referred to in this clause, and any other party who is responsible to any extent, for the loss and damage that is contractually liable to the client, and c) all other Consultants and all Contractors have paid, or agreed to pay, to the client, such proportion of the loss and damage which it would be just and equitable for them to pay having regard to the extent of their responsibility for the loss and damage. Client hereby acknowledges, understands and agrees that: (1) there are risks inherent to environmental investigation, analysis, management, and remediation, many of which cannot be ascertained or anticipated prior to or during the course of the Services; for example, site investigation activities may spread contaminants through geologic formations despite the use of accepted professional standards; (2) due to the inherently limited nature and amount of data resulting from environmental investigation methods, complete analysis of conditions is not always possible, and, therefore, conditions frequently vary from those anticipated earlier; for example, borings in one location may miss contaminants only a few feet away; and (3) technology, methods, accepted professional standards as well as law and policy, are undefined and/or constantly changing and evolving. In light of all of the foregoing and the Company's lack of responsibility for creating the conditions requiring the Services, as a material inducement to and consideration for the Company's agreement to perform the Services on the terms and at the price stated herein CLIENT SPECIFICALLY AGREES THAT THE COMPANY'S LIABILITY SHALL BE STRICTLY LIMITED AS AND TO THOSE CAUSES AND AMOUNTS PROVIDED ABOVE. WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGls Online I Pa, 10 6. DISPUTE RESOLUTION Any controversy or claim arising out of or relating to this agreement or the provision of the Services shall be settled by arbitration administered by the American Arbitration Association in accordance with its Commercial Arbitration, and judgment on the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. 7. OWNERSHIP All intellectual property rights and copyright associated with the Company's services shall remain vested in and the property of the Company. A specific license for use may be granted by the Company. Any such license will be strictly limited to issues associated with the Services. The Company will not accept any liability whatsoever for any use of the materials to which the license is granted for any purpose other than the original intent. In the event that the client is in default of payment of monies due to the Company, such license is agreed by the parties to be immediately withdrawn and revoked. All reports, drawings, specifications, computer files, field data, notes and other documents and instruments prepared by the Company as instruments of service shall remain the property of the Company. The Company shall retain all common law, statutory and other reserved rights, including, without limitation, the copyrights thereto. 8. CLIENT'S DUTIES a) The client shall procure access for the Company to the property or properties in respect of which the Services are to be performed. b) The client shall supply to the Company without charge and within reasonable time all necessary and relevant data and information in the possession of the client or known to him and shall give such assistance as shall reasonably be required by the Company in the performance of the Services. c) Where relevant to the Services, the client shall give the Company adequate notice of any danger or hazard which might cause death or injury to their employees and of which the client ought reasonably to be aware. d) Where relevant to the Services, the client shall provide to the Company, prior to any intrusive investigations, full details concerning the presence and location of any underground or otherwise located services. If such details are unavailable, the Company will take reasonable precautions to identify such services including the use of specialist equipment. The client agrees to reimburse the Company for the reasonable cost of any such precautions. Where no or insufficient information has been provided or is available, the client agrees to indemnify the Company against any and all resulting losses or costs. 9. BUDGETARY ESTIMATIONS Unless specifically stated to the contrary, any budgetary opinion or estimate offered by the Company, exclusive of written proposals signed by authorized representatives of the Company, is to be regarded by the client as broad guidance only. The Company is not liable for any deviation from such budgetary opinions or estimates whatsoever. 10. NO THIRD -PARTY RIGHTS Nothing contained in this agreement shall create a contractual relationship with or a cause of action in favor of a third party against either the client or the Company. Any report issued by the Company is solely for the benefit of the client for the purposes set out in the report and should not be relied on by third parties, or WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcG15 Online Page 11 relied on for any other purpose, without the express written consent of the Company. The Company shall have no liability whatsoever to a person who is not a party to the agreement, unless otherwise agreed in writing. If requested by the client, the Company will consider the provision of reliance letters to third parties in a form to be agreed by the Company. In relation to property transactions the provision of such agreements will normally be limited to a lender, a first purchaser and a first tenant, and will be provided on no more than two occasions. Additional fees may be payable for the provision of this service. 11. REPORTING OBLIGATIONS In states where there is a legal obligation for a licensed professional (employed by the Company) or the Company to report an observed release of a hazardous material or petroleum product to the environment, an imminent threat to human health or the environment, or other incident (as defined by applicable law) to a regulatory agency, the Company shall first notify the Client and its Counsel regarding the nature and timing of the required notification, but in any case will comply with the applicable legal requirements with regard to reporting. 12. SEVERABILITY If any term or condition of this agreement is for any reason held to be illegal, invalid, ineffective, inoperable, or otherwise unenforceable by law, it shall be severed and deemed to be deleted from this agreement and the validity and enforceability of the remainder of this agreement shall not be affected or impaired thereby. 13. PERSONAL LIABILITY Notwithstanding anything to the contrary contained in any other provision of this agreement, the Company's partners, members, agents, directors, officers and/or employees shall have no personal liability whatsoever arising out of or in connection with this agreement or the performance of the Services hereunder. 14. HEADINGS The headings or captions within this agreement shall be deemed set forth in the manner presented for the purposes of reference only and shall not control or otherwise affect the information set forth therein or interpretation thereof. 15. MODIFICATION This agreement may be modified or amended only by a written instrument signed by an authorized agent of each party. 16. AUTHORITY Each individual and entity executing this agreement hereby represents that he, she or it has the capacity set forth on the signature page hereof with full power and authority to bind the party on whose behalf he, she, or it is executing this agreement to the terms and provisions hereof, and that such entity has authorized the execution of this agreement as necessary to bind such entity to the terms and provisions hereof 17. GOVERNING LAW This agreement shall be deemed to be a contract made under the laws of the state of New York, and for all purposes shall be construed in accordance with the laws thereof. Client agrees that any and all disputes between the parties under or relating to the terms and conditions of this agreement shall be fully and WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 Proposal for Cascarta Tools in ArcGIS Online 12 completely adjudicated in any federal or state court located in the state of New York and Client completely and entirely waives any and all jurisdictional defenses it may have now or in the future to the jurisdictional reach of such courts. 18. BUSINESS INTEGRITY The Company values innovation, unity and trust. We are passionate about our work and care about how we conduct ourselves with all individuals and corporations we interact with. Simply put, this is how we get things done. Our Company's reputation depends on our ability to achieve our core values and to conduct our business ethically. To be clear, we do not, and will not, compromise on compliance with the law or on our business -conduct standards. We simply will not tolerate unethical behavior. As your professional services provider, we undertake to follow your business integrity rules. This being said, we also invite you to review our Code of Conduct and underlying policies. These guidelines are the Company's standard for maintaining a legally -compliant and ethical workplace. They are available through our website at: http://www.wsp-pb.com/en/Who-we-are/Corporate-Governance/Corporate-Policies/Code- of-Conduct-and-Policies/. If you have any questions about our guidelines, please contact one of the local representatives identified on our website. For situations which pertain to irregularities inconsistent with our guidelines, please report to our independent whistleblowing provider, Expolink. This service is available 24 hours a day, 7 days a week. Information as to numbers and email whereto contact the service provider can be found at: http://www.wsp- pb.com/en/Who-we-are/Corporate-Governance/whistleblowing-service/. All calls and emails are confidential and you can remain anonymous, should you request. 19. ACCEPTANCE OF AGREEMENT If upon submission of this agreement to the client, the client fails to return a signed copy to the Company and knowingly allows the Company to proceed with the Services, such Services shall be deemed performed pursuant to the Agreement and these Terms and Conditions shall be binding the same as if the agreement were fully executed. By receipt and in the absence of a written declaration to the contrary, these initial "Standard Terms and Conditions" are accepted by the client and deemed to constitute a contract between the client and the Company for the delivery of the Services and shall be binding the same as if the agreement were fully executed. Revised: February 2018 WSP USA 5665 FLATIRON PARKWAY SUITE 250 BOULDER, CO 80301 LARIMER COUNTY PURCHASING DEPARTMENT 200 W. Oak Street, Suite 4000 Fort Collins, Colorado 80521 (970) 498-5955 Fax (970) 498-5942 DEPARTMENTAL RECOMMENDATION TO: Kohl Parrott, Emergency Management Coordinator FROM: Les Brown, Purchasing Agent DATE: 5/8/2018 SUBJECT: P18-07, Resilient Infrastructure Improvement Project Transmitted for your review and recommendation, are the proposals received to consider contracting with one (1) qualified Contractor to build a fully functional, cross -jurisdictional web -based mapping tool that provides both planning and real-time information regarding critical infrastructure, lifelines, and social systems to build in resiliency in budget systems, transportation systems, public works systems, emergency management systems and key utility systems. Please fill in this form and return it to me via email, interoffice mail or in -person. This document will be considered a public record and open to inspection. Individual committee score sheets, comment sheets and other evaluation notes are DELIBERATIVE PROCESS records and not public records. Please keep these documents in your files for one (1) year. The following criteria, as provided in the RFP, must be used to evaluate the proposals: 1. Project Approach 2. Contractor Experience and Qualifications, 3. Contractor Availability, and Limitations of Liability 4. Price Two (2) proposals were accepted in response to Request for Proposal P18-07, referenced above. Adhering to the County's process, each member of the Evaluation Committee individually and independently evaluated and scored each proposal. After reviewing the Scoring Matrix (attached) the Evaluation Committee unanimously selected to award to the highest scoring vendor Ecology and Environment, Inc. (pending negotiations), as they felt their solution was the best value and best fit for the County. THIS RECOMMENDATION MUST BE SIGNED BY THE DEPARTMENT HEAD BC_C/OELA 5/20 /tor$ DEPARTMENT (-lEAD SIGNATURE DEPARTMENT DATE Thank you. EVALUATORS P18-07 Resilient Infrastructure Improvement Project Scoring Matrix Ecology and Environment, Inc. 65 #i 90 #2 100 75 #3 86 75 #4 95 60 #5 82 76 TOTALS 453 351 LARIMER COUNTY I OFFICE OF EMERGENCY MANAGEMENT 4872 Endeavor Drive, Johnstown, CO,80534, Larimer.org RMP Formal Request Letter Dear Cheryl Pattelli, I hope this letter finds you well. I am writing to provide justification for the sole source procurement of an upgrade to Larimer County's critical infrastructure mapping tool Cascarta. As the Weld County CFO, your insight and support in this matter are highly valuable. As you are aware, Larimer County had initially requested proposals for a vendor to design and build Cascarta, a web -based critical infrastructure mapping tool. After the RFP evaluation process, we selected Ecology and Environment (Now owned by WSP USA) who not only completed the project successfully but also custom-built the tool to meet our unique requirements. WSP USA, has been a trusted partner in the development of Cascarta, and has unparalleled expertise and knowledge of the system and its intricate workings. Both on the front and back ends. The primary reason we are seeking to sole source this next contract for the Cascarta Functionality Upgrade is the invaluable expertise held by WSP USA. There are several compelling reasons to support this decision: • In -Depth Knowledge: WSP USA possesses an unparalleled understanding of the tool's architecture, database structure, and codebase. This in-depth knowledge is essential for efficiently implementing the desired functionality upgrades without introducing unnecessary complexities or risks. • Streamlined Integration: WSP USA is intimately familiar with both the front-end and back -end of the Cascarta tool since they are the ones who build it. Engaging a different vendor would necessitate a substantial amount of time for them to familiarize themselves with the existing infrastructure, potentially causing delays in the project's execution. • Minimized Risk: Relying on the vendor who created the initial system minimizes the risk of compatibility issues or disruptions in the critical infrastructure mapping tool's functionality. Their ability to seamlessly integrate upgrades is vital in maintaining the tool's reliability and effectiveness. • Cost -Efficiency: While the procurement process may appear more efficient when considering multiple vendors, the time and resources required ix for onboarding and training a new vendor could outweigh any ahmil...ARM‘ii2"YIY potential cost savings. Sticking with the original vendor ensures a smoother, more cost-effective upgrade process. • Historical Collaboration: Our history of collaboration with the WSP USA has fostered a strong working relationship, built on trust and a shared vision for the Cascarta tool's future. This collaborative history can facilitate effective communication and problem -solving during the upgrade process. In conclusion, I believe that selecting the original vendor for the Cascarta Functionality Upgrade is not only justified but also essential to ensure the continued success and reliability of this critical infrastructure mapping tool. WSP USA's unparalleled expertise, familiarity with the system, and track record of delivering exceptional results make them the ideal choice for this project. I kindly request your support for this sole source procurement decision, as it aligns with Larimer County's best interests in terms of efficiency, risk management, and maintaining the high standards we have set for the Cascarta tool. Thank you for your time and consideration. If you have any questions or require further information, please do not hesitate to contact me at your convenience. Sincerely, Kohl Parrott Larimer County Office of Emergency Management Emergency Management Coordinator - Operations Progam 4872 Endeavor Drive, Johnstown, CO, 80534 parrotck@co.larimer.co.us 970-481-3493 Finance Department Purchasing Division 1301 North 17th Avenue Greeley, Colorado 80601 bids(atweld.gov June 5, 2024 To: Dave Winklbauer, Homeland Security Grant Program Subject: Larimer OEM Cascarta Software Enhancements - Sole Source Dave, Weld County Purchasing Division has reviewed the information provided regarding the request for a sole source procurement for the Larimer OEM Cascarta Software Enhancements (See Attachment). County Code Section 5-4-140. - Contracts for professional services or independent contractors, Paragraph 2 states: In the case of a sole source, the Department of Purchasing will make the determination that no other qualified vendor is available or practical for use by the County. In cases of a sole source, the reason or reasons for specifying the sole source must be stated in the signed contract for the record. Based on the information provided in the Attachment, Purchasing Division agrees with this sole source. I will maintain this in our records. If you have any questions, please contact me at (970) 400-4454. Sincerely, Toby Taylor To: Toby Taylor, Weld County Purchasing Manager From: Dave Winklbauer, Weld HSGP Fiscal Analyst Date: 6/3/2024 Sole Source Justification Memo: Larimer OEM - Cascarta Software Upgrade This memo recommends sole source procurement for Cascarta, a critical infrastructure (CI) mapping tool (software) functionality upgrade, a HSGP funded project for Larimer County Office of Emergency Management. Background And Current Need Larimer County completed a competitive bid process in 2018 to identify a vendor to build their online CI mapping software system. Ecology and Environment (now owned by WSP USA) was selected through that competitive bid process and successfully completed the initial software development for Larimer OEM. Larimer OEM now requires updates to their existing system to ensure continued reliability of the mapping tool, and were approved for $70,000 in 2022 Homeland Security grant funding. We recommend utilizing a sole source approach for this project for the following reasons: Vendor Expertise: WSP USA possesses deep understanding of the existing software system's architecture and codebase developed during the initial phase and have a record of providing excellent results. This existing knowledge will significantly reduce time and resources needed for the update project compared to onboarding a new vendor. Project Continuity: Utilizing the same vendor ensures project continuity and minimizes potential disruptions by a new vendor familiarizing themselves with the existing system. Cost -Effectiveness: Leveraging the existing vendor relationship may lead to project cost savings due to eliminated onboarding costs and potential streamlined development based on their prior knowledge. Recommendation Considering the factors mentioned above, we recommend Weld County Purchasing approve this sole source request and designate WSP USA as the sole source vendor for the Larimer County OEM Cascarta tool upgrade project, funded through HSGP. I have attached additional documentation from Larimer County to assist in justifying this sole source procurement. Please contact me with any questions, concerns, or request for additional information. Sincerely, Dave Winklbauer Weld County HSGP Fiscal Analyst Contract Form Entity Information Entity Name* WSP USA INC Entity ID* @00043429 Contract Name" WSP USA INC SOLE SOURCE DESIGNATION Contract Status CTB REVIEW Q New Entity? Contract ID 8396 Contract Lead CDOVIDIO Contract Lead Email cdovidio@weldgov.com;c pattelli@weldgov.com Parent Contract ID Requires Board Approval YES Department Project # Contract Description * LARIMER CO. OEM WAS AWARDED A HOMELAND SECURITY GRANT FOR ENHANCEMENTS TO ITS EXISTING CRITICAL INFRASTRUCTURE MAPPING TOOL - CASCARTA. LARIMER OEM IS REQUESTING A SOLE SOURCE CONTRACT WITH WSP USA, THE VENDOR WHO CREATED THE EXISTING SYSTEM, Contract Description 2 DUE TO THEIR IN-DEPTH KNOWLEDGE AND UNDERSTANDING OF THE ARCHITECTURE, DATABASE STRUCTURE, AND CODE. THIS WOULD MINIMIZES THE RISK OF COMPATIBILITY ISSUES WITH A NEW VERSION WHILE MAINTAIN THE TOOLS EXISTING FUNCTIONS. Contract Type* STATEMENT OF WORK Amount* $0.00 Renewable* NO Automatic Renewal Grant IGA Department ACCOUNTING Department Email CM- Accounting@weldgov.com Department Head Email CM-Accounting- DeptHead@weldgov.com County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@WEL DGOV.COM Requested BOCC Agenda Date * 06/12/2024 Due Date 06/08/2024 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? If this is a renewal enter previous Contract ID If this is part of a MSA enter MSA Contract ID Note: the Previous Contract Number and Master Services Agreement Number should be left blank if those contracts are not in OnBase Contract Dates Effective Date Termination Notice Period Contact Information Review Date* 06/01/2025 Committed Delivery Date Renewal Date Expiration Date* 06/01/2025 Contact Info Contact Name Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Purchasing Approver Purchasing Approved Date Approval Process Department Head Finance Approver Legal Counsel CHRIS D'OVIDIO CHRIS D'OVIDIO BRUCE BARKER DH Approved Date Finance Approved Date Legal Counsel Approved Date 06/14/2024 06/14/2024 06/17/2024 Final Approval BOCC Approved Tyler Ref # AG 061924 BOCC Signed Date Originator CDOVIDIO BOCC Agenda Date 06/19/2024 Hello