The URL can be used to link to this page

Browse Search

Home My WebLink About20203161.tiffMEMORANDUM TO: Esther Gesick, Clerk to the Board Oct 14, 2020 FROM: Ryan Rose, Chief Information Officer SUBJECT: Cartegraph Systems, LLC Cartegraph Systems, LLC provides software to Weld County. The software is used by the Public Works department to manage their daily maintenance work for roads, bridges, etc. The attached agreement between the Board Of County Commissioners and Cartegraph, LLC is to engage their assistance in implementing an interface for the Pavement Inspection data. This agreement has been reviewed by Legal. The cost for this request is $10,600. We ask that the BOCC approve the agreement as submitted. 7 e__i7A 1ala-t`2o 1 ce-- C-i-r) 2020-3161 ‘`T©c3o 67 BOARD OF COUNTY COMMISSIONERS PASS -AROUND REVIEW PASS -AROUND TITLE: Cartegraph Systems, LLC DEPARTMENT: Information Technology PERSON REQUESTING: Ryan Rose, CIO DATE: 10/12/2020 Brief description of the problem/issue: Cartegraph Systems, LLC. provides Weld County with software utilized by Public Works. The software is used to help Public Works manage their daily maintenance work for roads, bridges, etc. This agreement is to engage their assistance in implementing an interface for the Pavement Inspection data. What options exist for the Board? (include consequences, impacts, costs, etc. of options): The Board has the option of approving this agreement to proceed forward with this vendor assistance or not. Recommendation: This vendor specializes in this software. The cost for this request is $10,600.00. The contract has been reviewed by Legal. Mike Freeman, Chair Scott K. James Barbara Kirkmeyer Steve Moreno, Fro-Tem Kevin D. Ross Schedule Work Sesstap Other/Comma Cartegraph Weld County Carte. raph Software and Services Contract PA#: PA -3626 Date: 9/25/2020 Cartegraph Systems LLC 3600 Digital Drive Dubuque, IA 52003 cartegraph.com 800 688.2656 563 556.8120 Fax 563 556.8149 o2o0Zo -3/tv / Weld County, CO 19/18/2020 Purchase Agreement Cartegraph Cartegraph is pleased to present this Purchase Agreement for the implementation of world class technology solutions. This Purchase Agreement is made and entered into between Weld County (hereinafter referred to as Customer) and Cartegraph Systems LLC (hereinafter referred to as Cartegraph). In the case that any terms or conditions provided in the Cartegraph Solutions Agreement different from, are provided in more detail by, or are made irrelevant by the terms and conditions provided in this Purchase Agreement, the terms in this Purchase Agreement shall control. For all terms and conditions not addressed by this Purchase Agreement, the Cartegraph Solutions Agreement shall control. CUSTOMER ADDRESS: Weld County 1111 H Street Greeley, CO 80632 Investment Summary The addendums attached here to include: Addedum B - Field Services LICENSEE ADDRESS, Weld County 1111 H Street Greeley, CO 80632 Page 2 of 6 Weld County, CO 19/18/2020 Cartegraph Product Quantity Price Implementation Services OMS 1.00 USD 10,600.00 TOTAL: USD 10,600.00 N I ES; • This contract is in reference to the original Purchase Agreement PA704, entered into between Cartegraph, Inc. and Weld County, CO on May 9, 2018. • Cartegraph acknowledges no payment in excess of the amounts listed above in product summary table will be made by County unless a "change order" authorizing such additional payment has been specifically approved by formal resolution of the Weld County Board of County Commissioners, as required pursuant to the Weld County Code. Any other provision of this agreement notwithstanding, in no event shall County be liable for payment for services rendered and expenses incurred by Contractor under the terms of the Agreement for any amount in excess of the sum of the bid amount set forth in above summary table. Cartegraph acknowledges that any work it performs beyond that specifically authorized by County is performed at Contractor's risk and without authorization under this Agreement. County shall not be liable for for the payment of taxes, late charges or penalties of any nature other than the compensation stated herein. • Financial obligations of the County payable after the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. Execution of this Agreement by the County does not create an obligation of the part of the County to expend funds not otherwise appropriated in each succeeding year. Page 3 of 6 Weld County, CO 19/18/2020 Payment Terms and Conditions In consideration for the Solutions and Services provided by Cartegraph to Customer, Customer agrees to pay Cartegraph the Fees in U.S. Dollars as described below: Cartegraph 1. DELIVERY If applicable customer shalt be provided with the ability to access and use the Solutions upon execution of this Purchase Agreement. If applicable, Services will be scheduled and delivered upon your acceptance of this Purchase Agreement, which will be considered as your notification to II. SERVICES SCHEDULING Customer agrees to work with Cartegraph to schedule Services in a timely manner. All undelivered Services shall expire 365 days from the signing of this Purchase Agreement. III. FIELD SERVICES INVOICING Invoicing for the Field Services fee shall occur upon the acceptance of this Purchase Agreement and shall be invoiced as follows: 1. 25% upon execution of the Purchase Agreement 2. 25% at the completion of the assessment/delivery. 3. 25% at the completion of the test deployment. 4. 25% at the completion production deployment. IV_ PAYMENT TERMS All payments are due Net 30 days from start date of invoice. Page 4 of 6 Weld County, CO 19/18/2020 Cartegraph BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS DESCRIBED IN THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH SOLUTIONS AGREEMENT, WHICH CAN BE REVIEWED AT: https://www.cartegraph.com/solutions- agreement. THE PARTIES AGREE TO BE BOUND BY THE TERMS AND CONDITIONS OF THE CARTEGRAPH SOLUTIONS AGREEMENT AND THIS PURCHASE AGREEMENT REFERENCED HEREIN. CARTEGRAPH: Cartegraph Systems LLC By: --oo.uaq..d by: H4J AAA" .3gcaas3crazvca.., (Signature) Mitch Bradley CUSTOMER: Weld County By: (Signature) Mike Freeman (Type or Print Name) (Type or Print Name) Chair, Board of Weld Title: SVP of Sales & Marketing Title: County Commissioners Date: 10/14/2020 I 2:32 PM CDT Date: OCT 2 12020 Page 5 of 6 020 020 -3/6. • Cartegraph Systems LLC Addendum B - Field Services (Fee for Service) Cartegraph Field Services - Scope of Work • The Field Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph Services which will be delivered to the Customer based on the descriptions below and on the terms and conditions and subject to the limitations set forth in this Addendum B, the applicable Purchase Agreement, and the Cartegraph Solutions Agreement. Cartegraph will coordinate with the Customer on service delivery expectations and timeframes. Cartegraph — Scope of Work The scope of work includes the following professional services: Data Services • Cartegraph will provide the following data services to load customer's pavement data into Cartegraph OMS: o Cartegraph will provide a template file to third -party vendors, so processed data can be delivered to Cartegraph in the required format. o Cartegraph will provide a review, not to exceed two (2) hours, of OMS data requirements to customer and third -party vendor staff. o Cartegraph will provide a field map review, not to exceed two (2) hours, to identify the OMS destination fields for up to 10 additional data attributes which may have been collected. o Cartegraph will provide a one-time data load into the customer's test environment. o Cartegraph will provide a one-time data load into the customer's production environment. Assumptions, Requirements, and Considerations o This scope of work is isolated to data load activities and does not include any manipulation of collected data. o Data must be provided to Cartegraph staff in Esri shapefile or .csv formats • If Pavement spatial data is not provided, and does not currently exist in the customer OMS database, Cartegraph will load Pavement condition data without impacting the existing spatial implementation. • Prior to collection efforts, third -party vendors must ensure collected data can be linked to a Cartegraph Pavement ID. o Cartegraph OMS calculates PCI values based on the ASTM-6433-11 - Standard Practice for Roads and Parking Lots Pavement Condition Index Surveys standard. Data collection firms are required to provide Distress, Severity, and Extent values as specified by the aforementioned standard. Cartegraph will provide all services remotely via audio, video, and web conferences unless otherwise noted. Exclusions The following service items are not included in the scope of this project: Addendum B • Implementation of any custom modification or integration developed by Cartegraph, your internal staff, or any third -party is not included in the scope of this project unless specifically listed above. • Data conversion services from other software system(s) or sources (including Cartegraph Navigator databases) are not included in the scope of this project unless specifically listed above. • Any service items discussed during demonstrations, conference calls, or other events are not included in the scope of this project unless specifically listed above. Appendix A The following data attributes are either required (*) or highly recommended to support robust pavement management functionality in Cartegraph. • PAVEMENT INVENTORY TABLE • NAME • DATA TYPE ; • DESCRIPTION • * Cartegraph ID Text Unique identifier for Cartegraph Pavement (section) record. Note: This ID will be used to link all associated roadway section related tables • * Pavement Length • Quantity (Number w/ Unit) • Length of the Pavement section • Note - Quantity fields require two data cells per row: 1 Number value and 1 Unit of Measure (m, km, mi, yd) • * Pavement Width • Quantity (Number w/ Unit) • Width of the Pavement section • Note - Quantity fields require two data cells per row: 1 Number value and 1 Unit of Measure (m, km, mi, yd) • * Pavement Classification • Text (Lookup) • Pavement Classification value for Cartegraph Pavement record. Default values: Asphalt, Brick and Block, Concrete, Earth, and Gravel • * Function Classification • Text (Lookup) • Functional Classification value for Cartegraph Pavement record. Default values: Rural Arterial, Rural Collector, Rural Local, Urban Arterial, Urban Collector, and Urban Local • Street Text (Lookup) Street name for Cartegraph Pavement record • Street Ahead Text (Lookup) (Intersecting) Street Ahead name for Cartegraph Pavement record • Street Back Text (Lookup) (Intersecting) Street Back name for Cartegraph Pavement record • Construction Date Date Construction date helps establish a baseline for each asset. This baseline is crucial when managing condition and deterioration of high cost, high impact assets. • Pavement attributes must include Length and Width values • Pavement Classifications should be limited to the following: o Gravel Addendum B o Brick and Block o Concrete o Asphalt o Earth • • Functional Classifications should be limited to the following: o Rural Arterial o Rural Collector o, Rural Local o Urban Arterial o Urban Collector o Urban Local P�I[IIENT INSPECTION T • NAME • DATA TYPE • DESCRIPTION • * Cartegraph ID Text Unique identifier for Cartegraph Pavement (section) record. Note: This ID will be used to link all associated roadway section related tables • * Inspection ID Text Unique identifier for inspections • * Inspection Date • Date • Inspection date • Average IRI Quantity with Unit If applicable, a pre -calculated Average IRI value must be provided. Additionally, an Average IRI value should be converted and provided in a 0 to 100 scale for use in Cartegraph's Overall Condition Index (OCI) calculation. ! ;PAVEMENT DETAILED DISTRESS TABLE** FS> • NAME • DATA PE • DESCRIPTION • * Cartegraph Text Unique identifier for Cartegraph Pavement (section) record. ID Note: This ID will be used to link all associated roadway section related tables • * Text Unique identifier for Inspection records Inspection ID • * Sample Text Unique identifier for Sample Areas ID • Sample To Integer Identify the end of the Sample Area • sample Integer Identify the beginning of the Sample Area From • Sample Quantity with Length Unit Addendum B • • * Distress Text (Lookup) Values must match distresses specified in the ASTM- 6433-11 standard. • * severity Text (Lookup) Low, Moderate, High • * Extent Number Must be represented as a percentage number value Note: Distress data should be collected in accordance with ASTM D-6433-11 standards, including extent and severity. • Distress Severities must be limited to the following: o Low o Moderate o High • Standard distresses: o Asphalt Longitudinal Cracking and Asphalt Transverse Cracking should be combined into a single distress. o PCC Faulting Right and PCC Faulting Left should be combined into a single distress. o PCC Longitudinal Cracking and PCC Transverse Cracking should be combined into a single distress. o Asphalt Raveling & Weathering should be separated into Asphalt Raveling and Asphalt Weathering - Surface Wear. • ASTM-6433-11 requires unique "Distress + Severity" combinations per Sample area. • PAVEMENT CONDITION CATEGORY TABLE NAME DATA TYPE • DESCRIPTION • * Cartegraph ID Text Unique identifier for Cartegraph Pavement (section) record. Note: This ID will be used to link all associated roadway section related tables • * Inspection ID Text Unique identifier for Inspection records a • Condition Category Text (Lookup) A value that generally reflects a high-level condition using a 0 to 100 scale index. For example, Cartegraph OMS recognizes PCI as a Condition Category. IRI values provided in a converted 0 to 100 scale can be loaded as a Ride Condition Category thereby impacting the Overall Condition Index (OCI) value in • Index Integer A value, on a 0 to 100 scale, which reflects the condition of the corresponding Condition Category Addendum B Customer/Cartegraph Responsibilities Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning, management, and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in the Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph resources and management of project tasks is the responsibility of the Customer and Cartegraph project representatives. Customer and Cartegraph project representatives will provide overall guidance and direction for the project and will direct the project accordingly. Further, and with regard to the Cartegraph obligations listed in this Purchase Agreement, Customer understands that it is vital to the success of the project that Customer provides assistance in the following matters: 1. For those services listed under Field Services, Cartegraph personnel will conduct information gathering and evaluation sessions with various Customer Users and management. While Cartegraph respects the time and workload of Customer staff, dedicated time on the part of the appropriate Customer resources is necessary to complete these exercises. 2. The installation process requires the assistance of Customer personnel and suitable access to hardware and systems (e.g., security clearance). Customer is required to supervise the installation process while systems are accessible to Cartegraph. All hardware and software, for both personal computers and servers, is expected to be available, installed, and operating as specified in Cartegraph's system requirements documentation such that delivery and execution of Cartegraph Field Services will not be impeded. 3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a successful implementation, including a dedicated project manager responsible for reviewing the implementation scope of work, ensuring all attended meetings are attended by invited staff, and providing leadership and insight on all relevant internal issues such as policy/procedure, organizational structure, project stakeholders, technical architecture, data, and current systems. Customer responsibility also includes internal documentation, internal change management, task completion, staff coordination and schedule commitment. 4. Customer will provide Internet access and IT staff support as required. For those services that are web -based, Cartegraph utilizes WebEx Meeting (or similar) technology. 5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as specified in the Cartegraph System Requirements documentation. Solutions will be supported within new versions of these workstation platforms and databases within a reasonable period of time from their release from their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these workstation platforms and databases as their support is discontinued by their manufacturers. 6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field Services shall expire 365 days from the execution of this Purchase Agreement, unless noted differently in Services Scope listed above. Upon expiration of services, the project may be cancelled at Cartegraph's discretion. Not -to -Exceed Purchase Agreement Cartegraph will not exceed the total included in this Purchase Agreement without written approval from Customer. In the event it becomes apparent to Cartegraph that additional Service will be needed due to any changes in the scope of this Purchase Agreement, Cartegraph will notify Customer prior to exceeding the approved efforts and obtain written approval if additional Services are required. Addendum B Contract Form New Contract Request Entity Information Entity Name* CARTEGRAPH SYSTEMS INC Contract Name* CARTEGRAPH SOW Contract Status CTB REVIEW Contract Description* SOW FOR IMPORT OF PAVEMENT DATA Contract Description 2 Contract Type* STATEMENT OF WORK Amount* 310,600.00 Renewable* NO Automatic Renewal Gram IGA Entity ID* 000023614 Department INFORMATION TECHNOLOGY-GIS Department Email CM - I nformationTech nol ogyGI S@ weldgov.com Department Head Email CM - I nformationTech nol ogyGl S- DeptHeadOweldgov.co m County Attorney GENERAL COUNTY ATTORNEY EMAIL County Attorney Email CM- COUNTYATTORNEY@aWELDG OV.COM If this is a renewal enter previous Contract ID If this is part of a MISA enter MISA Contract ID ❑ New Entity? Contract ID 4184 Contract Lead* MTRUSLOW Contract Lead Email mtruslow@co.weld.co.us Requested BOCC Agenda Date* 10/21/2020 Parent Contract ID Requires Board Approval YES Department Project # Due Date 10/17/2020 Will a work session with BOCC be required?* NO Does Contract require Purchasing Dept. to be included? 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 Review Date* 12/31/2020 Renewal Date Termination Notice Period Contact Information Conta Info Contact Name Purchasing Committed Delivery Date Expiration Date* 02/28/2021 Contact Type Contact Email Contact Phone 1 Contact Phone 2 Purchasing Approver Purchasing Approved Date CONSENT 10/19/2020 Approval Process Department Head RYAN ROSE DH Approved Date 10/19/2020 Final Approval BOCC Approved BOCC Signed Date BOCC Agenda Date 10/21/2020 Originator MTRUSLOW Finance Approver CONSENT Legal Counsel CONSENT Finance Approved Date Legal Counsel Approved Date 10/19/2020 10/19/2020 Tyler Ref # AG 102120 Hello