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CM-2023-146 - 6/30/2023SUPPLEMENTAL AGREEMENT NO.3 TO "CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF GEOSPATIAL SOFTWARE ENTERPRISING LICENSES WITH ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC." CITY OF ROUND ROCK § STATE OF TEXAS § COUNTY OF TRAVIS § COUNTY OF WILLIAMSON § KNOW ALL BY THESE PRESENTS: THIS SUPPLEMENTAL AGREEMENT NO. 3 to "City of Round Rock Agreement for purchase of geospatial software enterprising licenses with Environmental Systems Research Institute, Inc.," called "Supplemental Agreement No. 2," is made by and between the CITY OF ROUND ROCK, TEXAS, a home -rule municipality, with offices located at 221 East Main Street, Round Rock, Texas 78664-5299 (referred to herein as the "City"), and ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. ("ESRI"), whose offices are located at 19026 Ridgewood Parkway, Suite 309, San Antonio, Texas 78259 (referred to herein as the "Vendor"). WHEREAS, the City and Vendor previously executed the referenced "City of Round Rock Agreement for Purchase of Geospatial Software Enterprising Licenses," hereinafter called the "Agreement" in the amount of $475,350.00; and WHEREAS, the City executed Supplemental Agreement No. 1 with Vendor on June 24, 2021, by Resolution No. R-2021-163, amending the Scope of Services and increasing the Contract Amount by $240,500.00; and WHEREAS, the City executed Supplemental Agreement No. 2 with Vendor on February 10, 2023, further amending the Scope of Services and increasing the Contract Amount by $10,000.00; and WHEREAS, it is necessary to further increase the Contract Amount by $97,800.00 for a new total not -to -exceed amount of $823,650.00 as set forth herein; NOW THEREFORE, in consideration of the mutual promises and obligations in the Agreement and this Supplemental Agreement No. 3, the City and Vendor agree that said Agreement is amended and supplemented as follows: 4854-0323-4667/ss2 I. Section 4.01 of the Agreement is hereby amended to read as follows: 4.01 COSTS The City shall be authorized to pay the Vendor an amount not to exceed Eight Hundred Twenty -Three Thousand Six Hundred Fifq and No/100 Dollars $823 650.00 in accordance with Exhibit "A" and Addendum to Exhibit "A" of the Agreement for the term of the Agreement. H. This Supplemental Agreement No. 3 shall amend the original Agreement only as set forth herein with no other changes in terms or conditions of the original Agreement. IN WITNESS WHEREOF, the City and Vendor have executed this Supplemental Agreement No. 3 to be effective as of the last date of due execution by both parties. CITY OF ROUND ROCK, TEXAS By: Printed N Title: � I Date Signed: 1/ t JL11 Meagan Spi,*r r FOR CITY, APPROVED AS TO FORM: By- p me L. Sandre, City Attorney ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. By: Printed Name: Title: Date Signed: Addendum to Exhibit "A" P013953 — Round Rock UN Stormwater Implementation Activity Description and Scope T City of Round Rock - Advantage Program Revised May 2, 2023 Introduction Environmental Systems Research Institute, Inc. (Esri) is pleased to provide this proposal to the City of Round Rock for Esri Advantage Program Learning & Service Credits to support the remaining work in the implementation of Esri's ArcGIS Utility Network for its Stormwater system. The City of Round Rock (Round Rock) is interested in using Advantage Program Learning and Services Credits to support larger strategic initiatives, requiring significant technical consulting services support. The Advantage Program is an extended support offering that provides access to Esri experts and consulting services to help Round Rock define, implement, and operate its geographic information system (GIS) to support strategic initiatives. Esri classifies activities that support the execution of larger initiatives, like Utility Network implementations, as Advanced Activities. With Advanced Activities, Esri incorporates additional performance controls, including activity management support, to monitor the execution of these more complex activities. A Utility Network is designed to provide a robust foundation for scalable modeling across utility assets. Domain models are available for electric, gas, water, sewer, stormwater, and telecommunications. Each model is configured to provide the framework, schema, and tools specific to common workflows in the specific industry domain. The Utility Network is a complete system for designing and managing solutions through the application of geographic knowledge for utilities. Utilities can model real -world complex features found in pumphouses or vaults as well as simple linear assets and assemblies. Modern utility solutions require greater data resolution to improve return on investment, and Esri has provided the tools to enable more realistic solutions than ever before. The current official version of the Utility Network is version 5 which is certified with ArcGIS Enterprise 10.9.1 and ArcGIS Pro 2.9.x. Data communication is done through feature -based REST services via ArcGIS Enterprise and utilizes the new branch versioning capabilities in the geodatabase for improved workflows, synchronized editing, and increased performance for analytics. This approach allows for greater data scalability and performance for both simple and complex data models. Addendum to Exhibit "A" P013953 — Round Rock UN Stormwater Implementation Activity Description and Scope City of Round Rock - Advantage Program Scope of Services The activities listed below are proposed to complete the final Utility Network Stormwater system implementation under Round Rock's management. The proposed activities provide a step-by- step approach to implement the Stormwater Utility Network for the City of Round Rock, including data mapping and migration, testing, and follow-up support. The activities presented can be executed independently or in parallel with other Utility Network implementations. Activity 1 Project Kickoff Meeting Esri will conduct a remote one -hour project kickoff meeting. Esri's project manager will coordinate with Round Rock's project manager to schedule the meeting and other logistics. Esri will prepare and submit a meeting agenda to Round Rock for review prior to the start of the kickoff meeting. It is anticipated that the meeting will cover the following topics: • Review the scope of work • Identify any pre -requisites and/or constraints • Plan for scheduling of the various activities • Other items Esri will capture meeting discussion points and provide a summary to Round Rock. The meeting summary can include discussion topics, action items, issues, and decisions. Activity 2 Data Mapping and Modeling Round Rock will provide Esri with the latest domain data for stormwater in a rile geodatabase format five -days prior to the start of this activity. Esri will remotely review the data and conduct initial data mapping from Round Rock's source data to the current ArcGIS Utility Network stormwater asset package. This initial data mapping will review and update the data mapping matrix (in Excel format) that lists Round Rock's existing source data and its mapping to the corresponding feature classes, asset groups, asset types, and attribute fields in the Utility Network stormwater asset packages. After the initial mapping, an Esri consultant will conduct a remote 2-hour Data Mapping Review Workshop. During the workshop it is anticipated the Esri consultant will perform the following: • Validate and correct the initial data mapping assumptions • Identify gaps (if applicable) between Round Rock's source data and the Utility Network stormwater asset packages: o Define alternative data mappings to mitigate gaps between source and target. o Define the schema updates that Esri will perform under this engagement to mitigate source and target gaps Addendum to Exhibit "A" P013953 — Round Rock UN Stormwater Implementation Activity Description and Scope City of Round Rock - Advantage Program Upon completion of the workshop, Esri will update the Data Mapping Matrix that was presented during the workshop. The data mapping matrix contains the following items: • List of data mapping changes to be made from the initial data mapping matrix • List of alternative data mapping to mitigate gaps for the pilot • List of agreed schema changes that will be made to the Utility Network stormwater asset package to mitigate data mapping gaps The Data Mapping Matrix will be shared with Round Rock before the migration tools and target asset packages are configured. Activity 4 Utility Network Data Migration Esri will provide remote consulting support for data migration for the stormwater system. Using the Data Mapping Matrix, Esri will configure the data migration tools using the ArcGIS Data Interoperability Extension. The data migration extract, transform, and load (ETL) process will be performed in an internal staging geodatabase using the updated Round Rock's Utility Network asset package for stormwater. Once the source data is loaded, it will undergo a review process through Esri's internal validation of the Utility Network creation with the migrated Round Rock's asset packages. Esri will share the migrated test Utility Network data in a file geodatabase format with Round Rock. Activity 5 Utility Network Test Plan Esri and Round Rock will jointly prepare a test plan that identifies the types of testing and test strategy to be used during Internal Validation and User Validation activities below. The Test Plan will be shared with Round Rock for review prior to the start of Internal Validation. Activity 6 Internal Validation To initiate Internal Validation, Esri will verify the existing Esri-hosted test environment, comprising ArcGIS Enterprise, the federated ArcGIS Server for the ArcGIS Utility Network, and the database to be used for the stormwater geodatabase are set up correctly and are up-to-date on patches to ensure consistency with Round Rock's production environment. The objective of Internal Validation is to confirm that the Utility Network configuration and migration results comply with the accepted test plan before handing over the application to Round Rock for User Validation. It is envisioned this support will cover the following areas: • Asset package validation to verify that it can be applied to the Enterprise • Loading and configuration of stormwater utility networks into Esri's test enterprise geodatabase 0 Conduct Internal Validation per Test Plan Addendum to Exhibit "A" Pot 3953 -- Round Rock UN Stormwater Implementation Activity Description and Scope City of Round Rock - Advantage Program Activity 7 User Validation Upon completion of Internal Validation, User Validation will commence using the file geodatabase of the Utility Network. The objective of User Validation is for Round Rock to test the stormwater utility network configuration and migration results to confirm they function according to the test plan. Esri may participate remotely in User Validation by reviewing the test results and providing technical support to address issues identified during test results review. It is ultimately the responsibility of the City of Round Rock to conduct User Validation and provide consolidated feedback to Esri. Esri and Round Rock's project manager may agree to allocate remaining credits to resolve any issues that arise as a result of the testing. Activity 8 Utility Network Production Implementation Esri will provide remote consulting support to assist Round Rock with the deployment of the production stormwater utility network. It is envisioned this support will cover the following areas: • Verify that the current installation of ArcGIS Pro 29.x has been patched to the latest recommended version • Verify that ArcGIS Enterprise and the geodatabases are patched and at the correct versions • Setup production database to be used for the stormwater Utility Network • Setup production Portal owner to own the utility network stormwater data Activity 9 Final Production Data Migration ODuring this activity, Esri will perform one final round of data migration of the stormwater T system. After Activity 8, Round Rock will freeze its production database edits, for up to two weeks, and deliver the latest version of the stormwater datasets to Esri. Esri will remotely perform the final data migration for the stormwater dataset. It is envisioned this support will cover the following areas: • Perform final round of data migration for the stormwater system • Review final data migration results with Round Rock • Load final migrated data into Round Rock's production environment Addendum to Exhibit "A" PO13953 — Round Rock UN Stormwater Implementation Activity Description and Scope City of Round Rock - Advantage Program • Configure Utility Network components (stormwater): subnetwork controllers, associations, validate network topology, build/update subnetwork controllers, and configure terminals • Technical support to address issues identified during final data migration Activity 10 — Utility Network Knowledge Transfer Upon completion of Activity 9, Esri will provide consulting support to assist Round Rock with using the Utility Network solution and to evaluate the software's functionality. Esri will provide remote technical consulting support in the following areas: • Review the implementation steps for data mapping, migration, and ITIGIS environment setup • Review the stormwater system data in the utility network and discuss error mitigation process and demonstrate ArcGIS Pro configuration functionality: o Edit templates o Geoprocessing tasks o Map navigation and interaction o Editing features o Configuring ArcGIS Pro projects • Demonstrate Utility Network software functions: o Creating and using branch versions o Creating and maintaining system diagrams o Configuring trace functions o Creating network rules o Working with life cycle and temporal data o Creating and editing attribute rules with Arcade Esri Responsibilities • Provide remote consulting services as described above. Customer Responsibilities • Communicate consulting needs and priorities to the Esri consultant(s). • Provide the appropriate Round Rock staff members to work with the Esri consultant(s). • Provide the Esri consultants with access to Round Rock's data and system environment, as necessary. • Procure and/or license all necessary, data, Esri COTS software, and third -party software prior to commencement of this activity. Addendum to Exhibit "A" P013953 — Round Rock UN Stormwater Implementation Activity Description and Scope City of Round Rock - Advantage Program • Round Rock is responsible for manual data clean-up, if needed. • Ensure Round Rock staff has attended the recommended training courses listed below prior to the start of this project. A separate credit quote can be provided for these classes at Round Rock's request. o Migratint from ArcMap to ArcGIS Pro (2-day class) or o ArcGIS Pro Essential Workflows (3-day class) a ConfiLluringiranch..Versioning in ArcGI.S (l-day class) o Creating and Editing, Data with ArcGIS Pro (2-day class) a Working with Utility Networks in ArcGIS (2-day class) o Configuring Utilij Networks in ArcGIS (2-day class) Assumptions • Unless otherwise stated in the scope details, the work will be performed remotely from an Esri office. • Unless otherwise stated, remote work will be provided via telephone, email, and/or webcast and only during normal Esri business hours, Monday —Friday, 8:00 a.m. to 5:00 p.m. Central time, excluding Esri holidays. Any implementation work required after hours (evenings or weekends) will be mutually agreed upon between Round Rock and Esri as needed. • The default stormwater Utility Network data model and asset package will be used as a starting point for the data migration. • Esri will not be responsible for data clean-up, if needed. • Round Rock's end users are already knowledgeable in the use of ArcGIS software or will complete the training classes recommended by Esri. • Consulting support is limited to Esri commercial off -the -shelf (COTS) software and will not include any non-Esri-based systems. Addendum to Exhibit "A" P013953 — Round Rock UN Stormwater Implementation Activity Description and Scope City of Round Rock - Advantage Program Credit Allocation The estimated credit allocation to support the Scope of Services specified in this Advanced Activity Description is shown in the table below. The number of credits is based on Esri's current understanding of the engagement. Activity Description Credits Project Kickoff Meeting 2 Data Mapping and Modehng 19 UtW Network Data Mi ation 48 Utffity Network Test Plan 8 Internal Validation 5 User Validation 24 Uhlity Nerivork Production Implementation 2 Final Production Data Migration 35 Utility Network Knowledge Transfer 4 Total Credits 147 This Advanced Activity will require the purchase of additional credits. Description Credits Total Credits Required for Consulting Support 147 Purchase of Additional Credits* 150 The price for the 150 additional credits is $97,800, as reflected in the table below: *Additional Credits Item 2023 Unit Price Qty Total Price Additional Learning & Service Credits 100 $65,200 1 $65,200 Additional Learning & Service Credits 50 $32,600 1 $32,600 Total Price 1 $97,800 Terms and Conditions The Advantage Program and Advanced Activities provided herein are subject to the following terms and conditions: https:l.'www.esri.com `content/dam, esrisiteslen-uslmedia/legallma-full.'ma- full.pdf. Purchasing Addendum to Exhibit "A" P013953 — Round Rock UN Stormwater Implementation Activity Description and Scope City of Round Rock - Advantage Program To order these services as quoted, please notify Ian Snyder of the contract award using the information provided below. Thereafter, Ian Snyder will engage Esri's Contract Administrator to draft the necessary Task Order issued under the existing Agreement, in accordance with the details of this proposal. If Round Rock prefers to purchase off of a Purchase Order instead of a signed Task Order, the Customer may issue a Purchase Order with the following: 1. Purchase Order referencing P013953 dated 05/2/2023 2. Attach a copy of this proposal 3. Authorized signature below When we receive these completed documents, Esri will contact you to discuss staff assignment and schedule. We look forward to supporting you. Contact: Ian Snyder, Project Manager 380 New York Street Redlands, CA 92373 (909) 369 - 8056 isnyder(c�esri.com ww" .esri.com ACCEPTED AND AGREED: CITY OF ROUND ROCK ("Customer") ENVIRONMENTAL SYSTEMS RESEARCH INSTITUTE, INC. (Esri) Signature: _ Printed Name: Title: Date: Signature: Printed Name: Title: Date: Addendum to Exhibit "A" P013953 — Round Rock UN Stormwater Implementation Activity Description and Scope City of Round Rock - Advantage Program Copyright © 2023 Esri All rights reserved. Printed in the United Slates of America. The information contained in this document is the exclusive property of F,sri or its licensors. This work is protected under United States copyright law and other international copyright treaties and conventions, No part of this work may be reproduced or transmitted outside or Customer's organization (except for consultants involved in the proposal evaluation process, and who are under a confidentiality obligation) in any form or by any means, electronic or mechanical, including photocopying and recording, or by any information storage or retrieval system, except as expressly permitted in writing by Esri. All requests should be sent to Attention: Director, Contracts and Legal Department, Esri, 380 New York Street, Redlands, CA 92373-8100 USA. The information contained in this document is subject to change without notice after the expiration date indicated. Esri, the Esri globe logo, ArcGIS, csri.com, and other Esri marks used in this document are trademarks, service marks, or registered marks of Esri in the United States, the European Community, or certain other jurisdictions. Other companies and products or services mentioned herein may be trademarks, service marks, or registered marks of their respective mark owners. City of Round Rock JROU NDROCK XAS Agenda Item Summary Agenda Number: Title: Consider executing Supplemental Agreements No. 3 to "City of Round Rock Agreement for Purchase of Geospatial Software Enterprising Licenses" Type: City Manager Item Governing Body: City Manager Approval Agenda Date: 6/30/2023 Dept Director: Michael Thane, Director of Utilities and Environmental Services Cost: $97,800.00 Indexes: Utility Fund Attachments: Supplemental Agreement Department: Utilities & Environmental Services Text of Legislative File CM-2023-146 The City has partnered with Environmental Systems Research Institute (ESRI) for several years utilizing their software programs to map the City utilities. The City now wishes to add additional contract services to migrate Round Rock's existing stormwater layers into a utility network. This is part of a contract where ESRI has already commenced with the migration of Round Rock's water, wastewater, and reuse water GIS data into a utility network. Cost: $97,800.00 Source of Funds: Utility Fund City of Round Rock Page 1 of 1