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CM-12-08-156Item Caption: CJvl-(l-oP.-(S RECEIVED AUG 22 2012 City Manager Approval Form Consider executing professional consulting services agreement with Palmer Price, Inc. Approval Date: August 24, 2012 Department Name: Utilities and Environmental Services Department Project Manager: Alysha Girard, P.E. / Assistant City Engineer Assigned Attorney: j Kay Gayle Item Summary: The City began the Drainage Utility implementation process in 2010. At that time, the utility billing system lacked the necessary data fields to store information related to the calculation of a property's drainage fee. Palmer Price Inc. provided a copyrighted database, designed to assist municipalities in initial property and account matching. In March of 2011, the City began billing customers using the initial data. Other municipalities, without a dedicated maintenance tool, have had issues accurately maintaining drainage utility billing data over time as new development occurs and impervious surfaces increase. This method typically results in the need to completely overhaul the data periodically at a substantial cost. After coordinating with the City's IT staff, we contacted Palmer Price Inc. about creating a tool that would allow the City to maintain and update drainage utility data incrementally. This agreement is the first step required to migrate the initial drainage utility data to a sequel server environment. Moving the data to this environment will give the City the greatest flexibility to utilize in-house or readily -available outside resources to create a sustainable environment in which to audit billing data , update impervious cover and verify billing quantities on a regular basis. No. of Originals Submitted: 2 Project Name: Drainage Utility Consulting Services Cost: $22,020 Source of Funds: General Self -Financed Construction Source of Funds (if applicable): Select Source Fund Account Number: DRO5STORM Finance Director Approval: Cheryl Delaney Date: 8/22/12 Department Director Approval: Michael Thane Date: 8/20/2012 CIP 111 111 Budget El n Purchasing 111 ❑ Accounting 111 N/A OK N/A OK N/A OK N/A OK ITEMS WILL NOT BE PLACED ON THE COUNCIL OR CM AGENDA W/OUT PRIOR FINANCE AND/OR LEGAL APPROVAL REV. 6/20/11 CITY OF ROUND ROCK AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH PALMER PRICE, INC. This Agreement (hereinafter referred to as the "Agreement") is made by and between the City of Round Rock, a Texas home -rule municipal corporation, whose offices are located at 221 East Main Street, Round Rock, Texas 78664-5299, (hereinafter referred to as the "City") and Palmer Price, Inc., whose offices are located at 2803 Cottonwood Lane, Post Office Box 2086, Colleyville, Texas 76034, (hereinafter referred to as the "Consultant"). This Agreement shall recite the contractual terms whereby the City of Round Rock and Palmer Price, Inc. agree to perform, by way of illustration and not limitation, the services and responsibilities delineated in Exhibits "A" and "B" attached hereto and incorporated herein by reference for all purposes, within the work schedule timelines and in accordance with the fee schedule delineated in Exhibits "C" and "D" attached hereto and incorporated herein by reference for all purposes. RECITALS: WHEREAS, City has determined that there is a need for the delineated services; and WHEREAS, City desires to contract for such professional services; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties and obligations hereunder; NOW, THEREFORE, WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the sufficiency and receipt of which are hereby acknowledged, it is mutually agreed between the parties as follows: 1.01 EFFECTIVE DATE, DURATION, AND TERM This Agreement shall be effective on the date this Agreement has been signed by each party hereto, and shall remain in full force and effect unless and until it expires by operation of the tenn indicated herein, or is terminated or extended as provided herein. The initial term of this Agreement shall be until full and satisfactory completion of the work specified herein is achieved, but in no event later than six (6) months from date of execution hereof. At City's option, this Agreement may be renewed for an additional six (6) month period from the expiration date of the initial term, only upon the express written agreement of both parties and only provided Consultant has performed each and every contractual obligation specified in this Agreement. 00254156/jkg/revised 7/17/12 final revision 8/7/12 City reserves the right to review the Agreement and contractual relationship at any time, and may elect to terminate same with or without cause or may elect to continue. 1.02 NOT -TO -EXCEED CONTRACT AMOUNT; TIME AND MATERIALS BASIS; AND SCOPE OF SERVICES DELINEATION In consideration for the professional services to be performed for City by Consultant, City agrees to pay Consultant Twenty-two Thousand Twenty and No/100 Dollars ($22,020.00), same being a maximum not -to -exceed sum made in payment for services and the Scope of Services deliverables as delineated in Exhibit "B." The parties expressly acknowledge that City shall pay Consultant on a "time and materials" actually -expended basis, and that only work actually performed by Consultant will be paid for by City. For purposes of this Agreement, Consultant has issued its Scope of Services attached hereto as Exhibit "B," its Work Schedule attached hereto as Exhibit "C," and its Fee Schedule attached hereto as Exhibit "D." This Agreement, including all referenced exhibits, shall evidence the entire understanding and agreement between the parties and shall supersede any prior proposals, correspondence or discussions. Consultant shall satisfactorily provide all services described under the attached Scope of Services within the contract term specified in Section 1.01. Consultant's undertakings shall be limited to performing services for City and/or advising City concerning those matters on which Consultant has been specifically engaged. Consultant shall perforni its services in accordance with this Agreement, in accordance with any appended exhibits, in accordance with due care, and in accordance with prevailing consulting industry standards for comparable services. Consultant expressly asserts to City its intention to team with Halff Associates to provide assistance in this project, and specifically agrees that any payments due to Halff Associates for performance in this project shall be the sole responsibility of Consultant, and not of City. Further, Consultant expressly asserts to City that Palmer Price, Inc. shall serve as the prime consultant for the project and work to be performed under this Agreement, and will provide conceptual design for the SWU Data Maintenance tool, Microsoft Access programming and quality control testing, and that Halff Associates will provide Microsoft SQL Server database development and/or GIS programming services. 1.03 PAYMENT FOR SERVICES; SUPPLEMENTAL AGREEMENTS Not -to -Exceed Total: Unless subsequently changed by additional Supplemental Agreement to this Agreement, duly authorized by City Council or City Manager action, Consultant's total compensation hereunder shall not exceed $22,020.00. This amount represents the absolute limit of City's liability to Consultant hereunder unless same shall be changed by additional Supplemental Agreement, and City shall pay, strictly within the confines of the not -to - exceed sum recited herein, Consultant's professional fees for work done on behalf of City. Deductions: No deductions shall be made for Consultant's compensation on account of penalty, liquidated damages or other sums withheld from payments to Consultant. 2 Additions: No additions shall be made to Consultant's compensation based upon claims, whether paid by City or denied. Supplemental Agreements: The terms of this Agreement may be modified by written Supplemental Agreement hereto, duly authorized by City Council or City Manager action, if City detennines that there has been a significant change in (1) the scope, complexity, or character of the services to be performed; or (2) the duration of the work. Any such Supplemental Agreement must be executed by both parties within the period specified as the term of this Agreement. Consultant shall not perform any work or incur any additional costs prior to execution by both parties of such Supplemental Agreement. Consultant shall make no claim for extra work done or materials furnished until there is full execution of any Supplemental Agreement, and City shall not be responsible for actions by Consultant nor for any costs incurred by Consultant relating to additional work not directly authorized by Supplemental Agreement. 1.04 TERMS OF PAYMENT Invoices: To receive payment, Consultant shall prepare and submit a series of monthly detailed invoices to City for services rendered. Each invoice for professional services shall detail the services performed, along with documentation. All payments to Consultant shall be made on the basis of the invoices submitted by Consultant and approved by City. Should additional backup material be requested by City, Consultant shall comply promptly. In this regard, should City determine it necessary, Consultant shall make all records and books relating to this Agreement available to City for inspection and auditing purposes. If City has any dispute with work performed, then City shall notify Consultant within thirty (30) days after receipt of invoice. In the event of any dispute regarding the work performed, then and in that event Consultant shall either (a) satisfactorily re -perform the disputed services or (b) provide City with an appropriate credit. Payment of Invoices: City reserves the right to correct any error that may be discovered in any invoice that may have been paid to Consultant and to adjust same to meet the requirements of this Agreement. Following approval of invoices, City shall endeavor to pay Consultant promptly, but no later than the time period required under the Texas Prompt Payment Act described in Section 1.08 herein. Under no circumstances shall Consultant be entitled to receive interest on payments which are late because of a good faith dispute between Consultant and City or because of amounts which City has a right to withhold under this Agreement or state law. City shall be responsible for any sales, gross receipts or similar taxes applicable to the services, but not for taxes based upon Consultant's net income. Offsets: City may, at its option, offset any amounts due and payable under this Agreement against any debt (including taxes) lawfully due to City from Consultant, regardless of whether the amount due arises pursuant to the terms of this Agreement or otherwise and regardless of whether or not the debt due to City has been reduced to judgment by a court. 3 1.05 REQUIRED REPORTS Consultant agrees to provide City with detailed final written reports, together with all information gathered and materials developed during the course of the project. Additionally, if deemed necessary by City, Consultant agrees to provide any necessary oral presentations of such detailed final written reports, at City's designation and at no additional cost to City. 1.06 LIMITATION TO SCOPE OF WORK Consultant and City agree that the Scope of Services to be performed is generally enumerated in Exhibit "B." Notwithstanding anything herein to the contrary, the parties agree that City retains absolute discretion and authority for all funding decisions, such decisions to be based solely on criteria accepted by City which may be influenced by but not be dependent on Consultant's work. 1.07 NON -APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Consultant a written notice of termination at the end of its then -current fiscal year. 1.08 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to be made by City to Consultant will be made within thirty (30) days of the date City receives goods under this Agreement, the date the performance of the services under this Agreement are completed or the date City receives a correct invoice for the goods or services, whichever is later. Consultant may charge interest on an overdue payment at the "rate in effect" on September 1 of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to payments made by City in the event: (1) There is a bona fide dispute between City and Consultant, a contractor, subcontractor, or supplier about the goods delivered or the service performed that causes the payment to be late; or (2) There is a bona fide dispute between Consultant and a subcontractor or between a subcontractor and its supplier about the goods delivered or the service performed that causes the payment to be late; The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or (4) The invoice is not mailed to City in strict accordance with any instruction relating to the payment. (3) 4 1.09 TERMINATION This Agreement may be terminated for any of the following conditions: {1) By City for reasons of its own, with or without cause, and not subject to the mutual consent of any other party, such written termination notice to be given to the other party not less than fifteen (15) days prior to termination. (2) By mutual agreement and consent of the parties, such agreement to be in writing. (3) By either party for failure by the other party to perform the services set forth herein in a satisfactory manner, such termination notice to be given in writing to the other party. (4) By either party for failure by the other party to fulfill its obligations herein. (5) By satisfactory completion of all services and obligations described herein. Should City terminate this Agreement as herein provided, no fees other than fees due and payable at the time of termination shall thereafter be paid to Consultant. City shall pay Consultant for all uncontested services performed to date of notice of termination. If either party defaults in performance of this Agreement or if City terminates this Agreement for default on the part of the other party, then City shall give consideration to the actual costs incurred by Consultant in performing the work to the date of default. The cost of the work that is useable to City, the cost to City of employing another firm to complete the useable work, and other factors will affect the value to City of the work performed at the time of default. The termination of this Agreement shall extinguish all rights, duties, and obligations of City and the terminated party to fulfill contractual obligations. Termination under this section shall not relieve the terminated party of any obligations or liabilities which occurred prior to cancellation. 1.10 INDEPENDENT CONTRACTOR STATUS Consultant is an independent contractor, and is not City's employee. Consultant's employees or subcontractors are not City's employees. This Agreement does not create a partnership, employer-employee, or joint venture relationship. No party has authority to enter into contracts as agent for the other party. Consultant and City agree to the following rights consistent with an independent contractor relationship: (1) Consultant has the right to perform services for others during the term hereof. (2) Consultant has the sole right to control and direct the means, manner and method by which services required by this Agreement will be performed. (3) Consultant has the right to hire assistants as subcontractors, or to use employees to provide the services required by this Agreement. 5 (4) Consultant or its employees or subcontractors shall perform services required hereunder, and City shall not hire, supervise, or pay assistants to help Consultant, (5) Neither Consultant nor its employees or subcontractors shall receive training from City in skills necessary to perform services required by this Agreement. (6) City shall not require Consultant or its employees or subcontractors to devote full time to performing the services required by this Agreement. (7) Neither Consultant nor its employees or subcontractors are eligible to participate in any employee pension, health, vacation pay, sick pay, or other fringe benefit plan of City. 1.11 NON -SOLICITATION All parties hereto agree that they shall not directly or indirectly solicit for employment, employ, or otherwise retain staff of the other during the term of this Agreement. 1.12 CONFIDENTIALITY; SUPPORT; AND MATERIALS OWNERSHIP Consultant hereby acknowledges and agrees that its representatives may have access to or otherwise receive information, during the furtherance of its obligations in accordance with this Agreement, which is of a confidential, non-public or proprietary nature. Consultant shall treat any such information received in full confidence and shall not disclose or appropriate such Confidential Information for its own use or the use of any third party at any time during or subsequent to this Agreement. As used herein, "Confidential Information" means all oral and written information concerning City, its affiliates and subsidiaries, and all oral and written information concerning City or its activities, that is of a non-public, proprietary or confidential nature including, without limitation, information pertaining to customer lists, services, methods, processes and operating procedures, together with all analyses, compilation, studies or other documents, whether prepared by Consultant or others, which contain or otherwise reflect such information. The tern "Confidential Inforrnation" shall not include such materials that are or become generally available to the public other than as a result of disclosure of Consultant, or are required to be disclosed by a governmental authority. Consultant acknowledges its understanding that City is a municipal entity subject to the Texas Public Information Act, and that City's duties run in accordance therewith. Within the delineated Scope of Services, Consultant is utilizing a copy of its copyrighted application, called DrainageLink©, which uses Microsoft ACCESS as the database and application tools. City currently houses a copy of such program on its IT environment and uses the database to maintain its Stormwater Utility data. City agrees to use the DrainageLink© application solely for management of the billing data for City's Stormwater Utility data, and shall not utilize the programming or intellectual property for any other purposes. City agrees to not distribute DrainageLink© to other parties outside of City or knowingly allow City staff or other parties to change or modify the application without written permission from Consultant. The functionality and use of the DrainageLink© application shall be that available at the time 6 that the application is installed at City, including any updates prior to issuance of the Notice to Proceed for this Agreement. Within the delineated Scope of Services, Consultant shall work with City to develop database tables, queries, and reports utilizing both standard development tools and specifically programmed tables, queries and reports. City shall approve the standard tools that are incorporated into the project and shall independently purchase and maintain the software to utilize the selected tools. Programming provided under the Scope of Services will not be compiled and will be available for free utilization by City without copyright protection by Palmer Price, Inc. or Halff Associates, Inc. Consultant shall support the specialized programming of agreed tables, queries and reports for a period of one (1) year after delivery of approved deliverables. Thereafter, Consultant may be called upon by City to provide additional support for the agreed deliverables as additional services. City acknowledges its understanding that the standard programming tools that may be utilized for development of the deliverables may become obsolete due to version changes or abandonment by the vendors of the standard tools utilized. These changes in standard tools and software may cause the deliverables for this Scope of Services to not function properly and, therefore, require that City purchase updates to the standard tools and acquire additional professional services for conversion to new tools and programming apart from this Scope of Services and this Agreement. Consultant shall defend, at its sole expense, any claim or suit brought against City alleging that any software or database furnished under this Agreement infringes a patent or copyright, and shall pay all costs and damages awarded, provided that Consultant is given prompt written notice of such claim and is given information and reasonable non -monetary assistance to defend or settle the claim. In the defense or settlement of the claim, Consultant may obtain for City the right to continue using the software or database, replace or modify the software or database so that it becomes non -infringing or, if such remedies are not reasonably available, grant City a credit for the software or database. 1.13 INTELLECTUAL PROPERTY The parties hereby expressly acknowledge and agree as follows: City's contractual requirement of Consultant under this Agreement is for development of a product from intellectual property generated during the creation, modification, and updating of Consultant's copyright -protected product DrainageLink©. City shall receive an uncompiled product, and City shall have full rights and access to the tables, programming, and source code. City retains the unfettered right for City staff or contracted resources to amend, modify, or add to such product provided by Consultant. 7 City shall endeavor to protect the intellectual property associated with such product through employment of the following steps: (1) City shall require all outside resources contracted to work on or with the product to sign a Non -Disclosure Agreement (NDA). The NDA will restrict the contractor from using the product itself to replicate the product, or using knowledge gained to replicate the product. (2) City shall notify Consultant in writing of any contractors hired by City to work on the product, such notification requirement to be only for a period of seven (7) years from date of execution of this Agreement. (3) In the event City receives a request under the Texas Public Information Act, City agrees, only to the extent required by law, to request of the Texas Attorney General in writing whether and what portions of the product data must be released, and City agrees to abide thereby. City grants Consultant, on its own or with/through its contractual partners, the rights to use, distribute, modify and/or enhance the product for future clients. 1.14 WARRANTIES Consultant warrants that all services performed shall be consistent with generally prevailing professional or industry standards, and shall be performed in a professional workmanlike manner. Consultant shall re -perform work not in compliance with this warranty. 1.15 INDEMNIFICATION Consultant agrees to hold harmless, exempt, and indemnify City, its officers, agents, directors, servants, representatives and employees, from and against any and all suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any character, type, or description, including but not limited to any and all expenses of litigation, court costs, attorneys fees and all other costs and fees incident to any work done as a result hereof. To the extent allowable by law, City agrees to hold harmless, exempt, and indemnify Consultant, its officers, agents, directors, servants, representatives and employees, from and against any and all suits, actions, legal proceedings, demands, costs, expenses, losses, damages, fines, penalties, liabilities and claims of any character, type, or description, including but not limited to any and all expenses of litigation, court costs, attorneys fees and all other costs and fees incident to any work done as a result hereof. In no event shall either party be liable to the other for special or consequential damages, statutory or otherwise. 8 1.16 ASSIGNMENT AND DELEGATION The parties each hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party may assign any rights or delegate any duties hereunder without the other's prior written approval. 1.17 LOCAL, STATE AND FEDERAL TAXES Consultant shall pay all income taxes, and FICA (Social Security and Medicare taxes) incurred while performing services under this Agreement. City will not do the following: (1) Withhold FICA from Consultant's payments or make FICA payments on its behalf; (2) Make state and/or federal unemployment compensation contributions on Consultant's behalf; or (3) Withhold state or federal income tax from any of Consultant's payments. If requested, City shall provide Consultant with a certificate from the Texas State Comptroller indicating that City is a non-profit corporation and not subject to State of Texas Sales and Use Tax. 1.18 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES Consultant and its consultants, agents, employees and subcontractors shall comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. Consultant shall further obtain all permits, licenses, trademarks, copyrights, and the like required in the performance of the services contracted for herein. 1.19 DESIGNATION OF CITY REPRESENTATIVE City hereby designates the following representative authorized to act in its behalf with regard to this Agreement: Alysha Girard, PE, CFM Storm Water Program Manager Utilities and Environmental Services Department 2008 Enterprise Drive Round Rock, Texas 78664 Telephone: 512-218-6646 Email: agirard@roundrocktexas.gov 9 1.20 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: (1) When delivered personally to the recipient's address as stated herein; or (2) Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Consultant: C. Diane Pahner, PE Palmer Price, Inc. 2803 Cottonwood Lane Post Office Box 2086 Colleyville, TX 76034 Notice to City: City of Round Rock City Manager 221 East Main Street Round Rock, TX 78664 AND TO: City Attorney's Office Stephan L. Sheets, City Attorney 309 East Main Street Round Rock, TX 78664 Nothing contained in this section shall be construed to restrict the transmission of routine communications between representatives of City and Consultant. 1.21 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of Texas. 1.22 EXCLUSIVE AGREEMENT The terms and conditions of this Agreement, including any appended exhibits, constitute the entire agreement between the parties and supersede all previous communications, representations, and agreements, either written or oral, with respect to the subject matter hereof. 10 No modifications of this Agreement will be binding on any of the parties unless acknowledged in writing by the duly authorized governing body or representative for each party. 1.23 DISPUTE RESOLUTION City and Consultant hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 1.24 ATTORNEY FEES In the event that any lawsuit is brought by one party against any of the other parties in connection with this Agreement, the prevailing party shall be entitled to seek to recover its reasonable costs and reasonable attorney fees. 1.25 FORCE MAJEURE Notwithstanding any other provisions of this Agreement to the contrary, no failure, delay or default in performance of any obligation hereunder shall constitute an event of default or a breach of this Agreement, only to the extent that such failure to perform, delay or default arises out of causes beyond control and without the fault or negligence of the party otherwise chargeable with failure, delay or default; including but not limited to acts of God, acts of public enemy, civil war, insurrection, riots, fires, floods, explosion, theft, earthquakes, natural disasters or other casualties, strikes or other labor troubles, which in any way restrict the performance under this Agreement by the parties. Consultant shall not be deemed to be in default of its obligations to City if its failure to perform or its substantial delay in performance is due to City's failure to timely provide requested information, data, documentation, or other material necessary for Consultant to perform its obligations hereunder. 1.26 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occuuzence of any event rendering any portion of provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion of provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this Article shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 11 1.27 STANDARD OF CARE Consultant represents that it is specially trained, experienced and competent to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed, whether by Consultant or designated subconsultants, in a manner according to generally accepted business attraction practices. 1.28 GENERAL AND MISCELLANEOUS The section numbers and headings contained herein are provided for convenience only and shall have no substantive effect on construction of this Agreement. The failure of a party to exercise any right hereunder shall not operate as a waiver of said party's right to exercise such right or any other right in the future. Time is of the essence to this Agreement, Consultant understands and agrees that any failure of Consultant to complete the services due under this Agreement within the agreed term as delineated in Section 1.01 herein will constitute a material breach of this Agreement. City agrees to provide Consultant with one (1) executed original of this Agreement. This Agreement may be executed in multiple counterparts, which taken together shall be considered as one original. IN WITNESS WHEREOF, the parties have executed this Agreement on the dates hereafter indicated. CITY OF ROUND ROCK, i XAS By: Printed Name: S Title: C'itWl Date Signed: to" FOR CITY, ATTEST: By: Oitth Sara L. White, City Clerk By: 12 PALMER PRICE, INC. Printed Name: C' b /4n/C f>4L n ctL Title: Vi ( P/26:5 / U & i✓ Date Signed: '/ Q/a-- 13 Exhibit A City Services City of Round Rock Public Works staff will: • work with the Palmer Price/Halff Associates project team (PPI team) to prepare the requirements definition for the deliverable for the project, including definition of database fields, the IT environment specifications for hosting and running the resulting project deliverables, and mapping of the source data to the resulting SQL Server database tables • review and approve the requirements definition documentation prior to programming the tables in ACCESS or SLQ Server • review, participate in testing of, and approve the deliverables for the project • make presentations to and work with other departments within the City of Round Rock to obtain approves that may be needed for hosting the deliverables on the City's IT systems Exhibit B Engineering Service Stand Alone SQL Server SWU Data Maintenance Tables Task 1: Project Management and Quality Control Palmer Price, Inc. (PPI) proposes to team with Halff Associates to provide assistance to the City for development of a Stormwater Utility Data Maintenance Tool. PPI will serve as the prime consultant for this project and will provide conceptual design for the tool, Microsoft Access programming and quality control testing. Halff Associates will provide Microsoft SQL Server database development and/or GIS programming services. Task 2: Requirements Definition for SWU Basic Data Maintenance Tool PPI will prepare the requirements definition for the phased development of a Stormwater Utility Data Maintenance Tool. The first and second phases of the development will result in delivery of SQL Server database tables, basic stormwater fee calculations, basic queries and an exception report that can be utilized as the City as a stand-alone stormwater data maintenance tool. The deliverable will not be a compiled product. PPI team and the City agree that the City will not distribute the design and functionality of the deliverables for use by outside parties; however, the City may change and further develop with its own resources the initial Stormwater Utility data maintenance database tables for use within the City. The third phase of the development of a comprehensive Stormwater Utility Data Maintenance Tool will be developed over time by the PPI Team as several other cities are able to participate in the development. The resulting product will be developed for use with ArcGIS Desktop so that the database tables can be integrated with GIS spatial data. The more comprehensive Tool will include functionality for automated data importation, automated Utility Billing System (UBS) account database and GIS and Appraisal District parcel database matching, automated distribution of stormwater billing data among UBS accounts on a parcel and be compiled as an Esri ArcGIS Add -In for licensed use under copyright protection. In all cases, the several programming tools that will be utilized will the standard modules that are available from the typical vendors in the selected environments. The PPI/Halff team will work with the City to define the programming tools that fit best into the current and anticipated information technology environment of the City. Task 3: SQL Database Tables PPI personnel will prepare the design and layout of the related, many to many tables in Microsoft Access for importation and final development of the Stormwater Database Tables in Microsoft SQL Server by Halff Associates personnel. The PPI team will then map data exports from the City with the proposed tables and the SQL programmer will import the current data sets from the City for use in developing the basic Stormwater Utility calculations, queries and exception report(s). The deliverables will be: a. SQL Server Stormwater database tables 1) a set of SQL Server tables containing expected or current billing data i. UBS Data ii. GIS Data iii. County Appraisal Data a) AD Parcel Data b) AD Business Personal Property (BPP) Data iv. Building Code Inspections (Residential CO) v. Development Services (Site Plans) 2) a set of SQL Server tables containing new, imported data updates 3) a set of SQL Server tables containing accepted changes to the billing data b. Database map from the following data sets to the preliminary Stormwater Utility database tables: 1) Utility Billing System (UBS) customer billing data 2) GIS parcel and impervious area data 3) Williamson and Travis County Appraisal parcel ownership data 4) City building code inspection data 5) City development services data c. Populated database for use in developing and testing the calculations, queries and exception reports for the preliminary Stand Alone Stormwater Utility Data Maintenance Tool. After delivery of the SQL Server tables the City will update tables manually from the several data sources or develop automated imports with its own resources. Task 4: SQL Server SWU Data Maintenance Tables Documentation The PPI team will prepare basic documentation of how the SQL Server Stormwater Utility Database Maintenance Tables are designed and programmed. Exhibit C Work Schedule PPI/Halff Team shall commence work upon receiving written authorization to proceed. Based on the Scope of Services outlined and the anticipated date for notice to proceed, the PPI/Halff team anticipates that the services described herein can be completed within two (2) to three (3) months; however, the schedule may be extended or shortened as mutually agreed between PPI/Halff Team and City. Stand Alone SQL Server Stormwater Utility Data Maintenance Tables Project Name: TOTALS N EH ► N NiN to 1 ER I. M ER I. O N N 69- Subconsultants O O O O O CO N N 64 •- - 69- d4 In E9- Other Direct Costs 0 0 0 0 O O .— ER V- tf3 Total Loaded Labor Cost O O O O O O O O O O U) O O O Lt) N— th I•-• CV- 03 Total Labor Hours CO 24 56 CO N e— Y to tQ 'Project Management and Quality Control Review Requirements Definition for SWU Data Maintenance Tools SQL Server Database Tables SQL Server SWU Data Maintenance Tables Documentation GRAND TOTAL: F-