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16-036 Vestra Rescources, Inc., Consultant Services for Enterprise Geographic Information System (GIS) Strategic Plan
FIRST AMENDMENT TO AGREEMENT BETWEEN THE CITY OF CUPERTINO AND VESTRA RESOURCES, INC. FOR CONSULTANT SERVICES FOR ENTERPRISE GRAPHIC INFORMATION (GIS) STRATEGIC PLAN This First Amendment to Agreement Between the City of Cupertino and Vestra Resources, Inc. for Consultant Services for Enterprise Graphic Infonnation (GIS) Strategic Plan, for reference dated July 18, 2016, is by and between CITY OF CUPERTINO, a municipal corporation (hereinafter referred to as "City11 ), andVestra Resources, Inc, consultant, Whose address is 5300 Aviation Drive, Redding, California (hereinafter referred to as "Consultant"), and is made with reference to the following: RECITALS WHEREAS , City and Consultant entered into an Agreement for Consultant Services for Enterprise Geographic Infonnation System (GIS) Strategic Plan (Agreement); WHEREAS, the parties desire to amend the Agreement on the following terms and conditions: 1. Paragraph 1 of the Agreement, "Term" shall be amended to read as follows: The term ofthis Agreement shall commence on April 4, 2016, and shall terminate on September 30, 2016, unless terminated earlier as set forth in the Agreement. 2. Except as expressly modified herein, all other terms and covenants set forth in the Agreement shall remain the same and shall be in full force and effect. IN WITNESS WHEREOF, the parties have caused the Agreement to be executed. CONSULTANT Vestra Resources, Inc Title: Operations MJlila:er/CFO Date: D 7/t q/ULfre CITY OF CUPERTINO A Municipal Corporation TC Gerhard / , (_ By~/'-=:,/,/ ~- Title: GIS Manager/ Date: I / -z. I I (,,, 7 } RECOMMENDED FOR APPROVAL: c -:;---' Title , v --------- APPROVED AS TO FORM: ~even ~ u-City Attorney ATTEST: ~~ City Clerk / ~ 2 (p r-/ ~ AGREEMENT BETWEEN THE CITY OF CUPERTINO AND VESTRA RESOURCES, INC. FOR CONSULTANT SERVICES FOR ENTERPRISE GEOGRAPHIC INFORMATION SYSTEM (GIS) STRATEGIC PLAN THIS AGREEMENT, for reference dated April 4, 2016, is by and between CITY OF CUPERTINO, a municipal corporation (hereinafter refened to as "City"), and VESTRA RESOURCES, INC., a California corporation whose address is 5300 Aviation Drive, Redding, CA 96002 (hereinafter referred to as "Consultant"), and is made with reference to the following: RECITALS: A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the Constitution and the statutes of the State of California and the Cupertino Municipal Code. B. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement; and C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein. D. City and Consultant desire to enter into an agreement for upon the terms and conditions herein. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM: The term of this Agreement shall commence on April 4, 2016 , and shall terminate on July 30 , 2016 , unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED: Consultant shall perform each and every service set fo11h in VESTRA' s Response to Request for Information Enterprise Geographic Information Systems Strategic Plan (VESTRA Response to RFI), including those identified in Section 5 "Technical Approach" at page 10-17. The VESTRA Response to RFI is attached as Exhibit "A '', excluding the Attachment "A", Sample Needs Assessment, which remains part of this Agreement, but is not attached as part of Exhibit "A". Exhibit "A" is incorporated herein by reference . 3. COMPENSATION TO CONSULTANT : Consultant shall be compensated for services performed pursuant to this Agreement in the amount set forth in Exhibit "A" at Pages 18 and 19 which is attached hereto and incorporated herein by this reference. Payment shall be made by checks drawn on the treasury of the City, to be taken from the 610-35-986-700-702 fund . Payment will be made on the Payment and Deliverable schedule as indicated in Exhibit "A" Section 7 of the proposal Page 18-19 of the RFI. Total compensation is not to exceed $29,902.28 . 4 . STANDARD OF CARE: Consultant agrees to perform all services hereunder in a manner commensurate with the prevailing standards of specially trained professionals in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City nor have any contractual relationship with City. 5. INDEPENDENT PARTIES: City and Consultant intend that the relationship between them created by this Agreement is that of an independent contractor. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute , rule or regulation and the express terms of this Agreement. No civil service status or other right of employment will be acquired by virtue of Consultant's services. None of the benefits provided by City to its employees, including but not limited to , unemployment insurance , workers' compensation plans, vacation and sick leave are available from City to Consultant, its employees or agents. Deductions shall not be made for any state or federal taxes , FICA payments , PERS payments , or other purposes normall y associated with an employer-employee relationship from any fees due Consultant. Payments of the above items , if required, are the responsibility of Consultant. 6. IMMIGRATION REFORM AND CONTROL ACT CIRCA): Consultant assumes any and all responsibility for verifying the identity and employment authorization of all of his/her employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Consultant shall indemnify and hold City harmless from and against any loss , damage , liability, costs or expenses arising from any noncompliance of this provision by Consultant. 7. NON-DISCRIMINATION: Consistent with City's policy that harassment and discrimination are unacceptable employer/employee conduct, Consultant agrees that harassment or discrimination directed toward a job applicant, a City employee, or a citizen by Consultant or Consultant's employee or subcontractor on the basis of race, religious creed , color, national origin, ancestry, handicap, disability, marital status, pregnancy , sex, age , or sexual orientation will not be tolerated. Consultant agrees that any and all violations of this provision shall constitute a material breach of this Agreement. 8. HOLD HARMLESS: Consultant shall, to the fullest extent allowed by law, with respect to all services performed in connection with the Agreement, indemnify, defend , and hold harmless the City and its officers, officials , agents , employees and volunteers from and against any and all liability, claims, actions , causes of action or demands whatsoever against any of them, including any injury to or death of any person or damage to property or other liability of any nature , whether physical , emotional , consequential or otherwise, arising out, pe1iaining to , or related to the performance of this Agreement by Consultant or Consultant 's employees , officers , officials , agents or independent contractors. Such costs and expenses shall include reasonable attorneys' fees of counsel of City's choice , expert fees and all other costs and fees of litigation. 9. INSURANCE: On or before the commencement of the term of this Agreement, Consultant shall furnish City with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with paragraphs 9A, B , C , D and E . Such certificates, which do not limit Consultant's indemnification, shall also contain substantially the following statement: "Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days' advance written notice to the City of Cupertino by certified mail , Attention: City Manager." It is agreed that Consultant shall maintain in force at all times during the performance of this Agreement all appropriate coverage of insurance required by this Agreement with an insurance company that is acceptable to City and licensed to do insurance business in the State of California. Endorsements naming the City as additional insured shall be submitted with the insurance certificates . A. COVERAGE: Consultant shall maintain the following insurance coverage: (1) Workers' Compensation: Statutory coverage as required by the State of California. (2) Liability: Commercial general liability coverage in the following minimum limits: Bodily Injury: $500,000 each occurrence $1,000,000 aggregate -all other Property Damage: $100 ,000 each occurrence $250,000 aggregate If submitted, combined single limit policy with aggregate limits in the amounts of $1 ,000 ,000 will be considered equivalent to the required minimum limits shown above. (3) Automotive: Comprehensive automotive liability coverage in the following minimum limits: Bodily Injury: Property Damage: $500,000 each occurrence $100 ,000 each occurrence or Combined Single Limit: $500,000 each occurrence ( 4) Professional Liability: Professional liability insurance which includes coverage for the professional acts , errors and omissions of Consultant in the amount of at least $1,000,000. B. SUBROGATION WAIVER: Consultant agrees that in the event of loss due to any of the perils for which he/she has agreed to provide comprehensive general and automotive liability insurance , Consultant shall look solely to his/her insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right to subrogation which any such insurer of said Consultant may acquire against City by vi1iue of the payment of any loss under such insurance. C. FAILURE TO SECURE: If Consultant at any time during the term hereof should fail to secure or maintain the foregoing insurance, City shall be permitted to obtain such insurance in the Consultant's name or as an agent of the Consultant and shall be compensated by the Consultant for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid. D. ADDITIONAL INSURED: City, its City Council , boards and commissions , officers , employees and volunteers shall be named as an additional insured under all insurance coverages , except any professional liability insurance, required by this Agreement. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under this policy if not named as such additional insured. An additional insured named herein shall not be held liable for any premium, deductible portion of any loss, or expense of any nature on this policy or any extension thereof. Any other insurance held by an additional insured shall not be required to contribute anything toward any loss or expense covered by the insurance provided by this policy . E. SUFFICIENCY OF INSURANCE: The insurance limits required by City are not represented as being sufficient to protect Consultant. Consultant is advised to confer with Consultant's insurance broker to determine adequate coverage for Consultant. 10. CONFLICT OF INTEREST: Consultant warrants that it is not a conflict of interest for Consultant to perform the services required by this Agreement. Consultant may be required to fill out a conflict of interest form if the services provided under this Agreement require Consultant to make certain governmental decisions or serve in a staff capacity as defined in Title 2 , Division 6, Section 18700 of the California Code of Regulations . 11 . PROHIBITION AGAINST TRANSFERS: Consultant shall not assign, sublease , hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of City. Any attempt to do so without said consent shall be null and void , and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for money by Consultant from City under this Agreement may be assigned to a bank, trust company or other financial institution without prior written consent. Written notice of such assignment shall be promptly furnished to City by Consultant. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant, if Consultant is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50%) or more of the voting power of the corporation. 12. SUBCONTRACTOR APPROVAL: Unless prior written consent from City is obtained, only those people and subcontractors whose names and resumes are attached to this Agreement shall be used in the performance of this Agreement. In the event that Consultant employs subcontractors , such subcontractors shall be required to furnish proof of workers' compensation insurance and shall also be required to cmT y general , automobile and professional liability insurance in reasonable conformity to the insurance carried by Consultant. In addition, any work or services subcontracted hereunder shall be subject to each provision of this Agreement. 13. PERMITS AND LICENSES: Consultant, at his/her sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits , certificates and licenses including, but not limited to , a City Business License, that may be required in connection with the performance of services hereunder. 14. REPORTS: A. Each and every report, draft, work product, map, record and other document, hereinafter collectively referred to as "Report", reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement, shall be the exclusive property of City . Consultant shall not copyright any Report required by this Agreement and shall execute appropriate documents to assign to City the copyright to Reports created pursuant to this Agreement. Any Report , information and data acquired or required by this Agreement shall become the property of City, and all publication rights are reserved to City. Consultant may retain a copy of any report furnished to the City pursuant to this Agreement. B. All Reports prepared by Consultant may be used by City in execution or implementation of: (1) The original Project for which Consultant was hired; (2) Completion of the original Project by others ; (3) Subsequent additions to the original project; and/or ( 4) Other City projects as appropriate . C . Consultant shall , at such time and in such form as City may require , furnish reports concerning the status of services required under this Agreement. D. All Reports required to be provided by this Agreement shall be printed on recycled paper. All Reports shall be copied on both sides of the paper except for one original , which shall be single sided. E . No Report , information or other data given to or prepared or assembled by Consultant pursuant to this Agreement shall be made available to any individual or organization by Consultant without prior approval by City. 15. RECORDS: Consultant shall maintain complete and accurate records with respect to sales, costs , expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to such books and records to the representatives of City or its designees at all proper times, and gives City the right to examine and audit same, and to make transcripts therefrom as necessary, and to allow inspection of all work , data, documents, proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained for a period of three (3) years after receipt of final payment. If supplemental examination or audit of the records is necessary due to concerns raised by City's preliminary examination or audit of records, and the City's supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of contract or failure to act in good faith , then Consultant shall reimburse City for all reasonable costs and expenses associated with the supplemental examination or audit. 16. NOTICES: All notices , demands , requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States Mail, postage prepaid, registered or certified , addressed as hereinafter provided. All notices , demands , requests , or approvals from Consultant to City shall be addressed to City at: City of Cupertino 10300 Torre Ave. Cupertino CA 95014 Attention: Teri Gerhardt, GIS Manager All notices, demands , requests , or approvals from City to Consultant shall be addressed to Consultant at: 5300 Aviation Drive , Redding , CA 96002 Attention : Arthur Stackhouse , President /CEO 17 . TERMINATION: In th e event Consultant fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Consultant shall be deemed in default in the performance of this Agreement. If such default is not cured within within the time specified after receipt by Consultant from City of written notice of default , specifying the nature of such default and the steps necessary to cure such default, City may terminate the Agreement forthwith by giving to the Consultant written notice thereof. City shall have the option, at its sole discretion and without cause , of terminating this Agreement by giving seven (7) days' prior written notice to Consultant as provided herein . Upon termination of this Agreement, each paiiy shall pay to the other paiiy that po1iion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination . 18. COMPLIANCES: Consultant shall comply with all state or federal laws and all ordinances , rules and regulations enacted or issued by City. To the extent applicable, consultant shall comply with the state regulations to pay prevailing wage, as set forth in Labor Code Section 1720. 19. CONFLICT OF LAW: This Agreement shall be interpreted under, and enforced by the laws of the State of California excepting any choice of law rules which may direct the application of laws of another jurisdiction. The Agreement and obligations of the parties are subject to all valid laws , orders , rules , and regulations of the authorities having jurisdiction over this Agreement (or the successors of those authorities.) Any suits brought pursuant to this Agreement shall be filed with the co mis of the County of Santa Clara, State of California. 20. ADVERTISEMENT: Consultant shall not post, exhibit, display or allow to be posted, exhibited, displayed any signs, advertising, show bills , lithographs, posters or cards of any kind pe1iaining to the services performed under this Agreement unless prior written approval has been secured from City to do otherwise . 21. WAIVER: A waiver by City of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained herein, whether of the same or a different character. 22. INTEGRATED CONTRACT: This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto , and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 22. INSERTED PROVISIONS: E ach provision and clause required by law to be inserted into the Agreement shall be deemed to be enacted herein, and the Agreement shall be read and enforced as though each were included herein. If through mistake or otherwise , any such provision is not inse1ied or is not correctly inserted, the Agreement shall be amended to make such insertion on application by either party. 23. CAPTIONS: The captions in this Agreement are for convenience only , are not a part of the Agreement and in no way affect, limit or amplify the terms or provisions of this Agreement. IN WITNESS WHEREOF, the parties have caused the Agreement to be executed . CONSULTANT CITY OF CUPERTINO A Municipal Corporation By Teri Gerhard~ Title GIS Manager 7 Date 04/04 /2016 ~~~~~~~~- RECOMMENDED FOR APPROVAL: APPROVED AS TO FORM: {bwov ~yAttorney ATTEST: Exhibit A Re spo n se t o Request for Informati o n Enterprise Geographic Information Systems (GIS) Strategic Plan • esr1 Par-tn "r N(J twork Prepared For: CUPERTINO Produced By : VESTRA Resources, Inc. 5300 Aviation Drive Redd i ng, CA 96002 (530) 223-2585 www .vestra.com Ma r ch 24, 2016 ~ Fedora! Sm fl B u~i ne ."\ .. , Ar cGI S for Local Government ·v.ESTRA • I ,.' / ~' l March 24, 2016 City of Cupertino Department of Information Technology 10300 Torre Ave. Cupertino, CA 95014 Attn: Teri Gerhardt, GIS Manager RE: City of Cupertino Request for Information 5300 Aviation Drive I Redding, CA 96002 Phone 530.223.2585 I Fax 530.223.1145 lnfo@vestra .com I www.vestra.com GIS, Environmental, & Engineering Services Enterprise Geographical Information System {GIS) Strategic Plan Dear Ms. Gerhardt: This letter of transmittal officially identifies VESTRA Resources, Inc. as submitting an information packet to the City of Cupertino in regards to the Request for Information for an Enterprise Geographical Information Systems (GIS) Strategic Plan. VESTRA's principal business address is 5300 Aviation Drive, Redding, California 96002, and the phone number is (530) 223 -2585. Listed below are the names and contact information for our authorized signatory, negotiators, and contacts for clarification for VESTRA. Authorized Signatory Arthur Stackhouse, President I CEO 5300 Aviation Drive, Redding, CA 96002 P: (530) 223-2585 x104 F: (530) 223-1145 E: astackhouse@vestra .co m Authorized Negotiators and Contacts for Clarification 1. Arthur Stackhouse, President I CEO 5300 Aviation Drive, Redding, CA 96002 P: (530) 223-2585 x104 F: (530) 223-1145 E: astackhouse@vestra .com 2. Kimberly Wilkes, Operations Manager I CFO 5300 Aviation Drive, Redding, CA 96002 P: (530) 223 -2585 x125 F: (530) 223-1145 E: kwil kes@vest r a.com A core mission of VESTRA's GIS staff is to enable the use of geospatial technology within government organizations, with a focus on using location-based information as a tool to increase efficiency, streamline processes, connect internal departments, and make the unique qualities of your community accessible to the public. Ms. Teri Gerhardt, GIS Manager March 24, 2016 Page 2 of 2 Considering this mission, we at VESTRA believe that we are the ideal industry experts to assist the City of Cupertino with their GIS Strategic Plan. Our extensive experience, intimate knowledge of local government agency needs, and our documented success within government agencies will provide the foundation for achieving the goals of the tasks assigned under this contract. VESTRA has successfully provided GIS Strategic Plans to clients such as City of Mountain View, CA; City of Novato, CA; City of Lathrop, CA; Alpine County, CA; California Department of Water Resources; and the California Department of Forestry and Fire . Attached in the enclosed information packet is a list of our qualifications, previous project experience, and approach to how VESTRA can assist the City of Cupertino with their GIS Strategic Plan. Upon award of this contract, VESTRA will commit to performing and implementing the entirety of each projects scheduled work within the time period assigned. VESTRA has received all known addenda's to this RFP and has replied accordingly. The authorized signatory of this transmittal letter, with his printed name and title has the authority to bind VESTRA Resources, Inc. We look forward to the opportunity of working with you, and invite you to contact us at 530-223-2585 if you have any questions. Arthur Stackhouse President I CEO VESTRA Resources Inc. Enclosure(s) STATEMENT OF INFORMATION SECTION 2 -VENDER DATA City of Cupertino Enterprise Geographic Information Systems (GIS ) Strategic Plan Founded in 1988, VESTRA Resources, Inc. (VESTRA) was established to specialize in Geographic Information System (GIS) technology and was among the first consulting firms in the United States to offer a full spectrum of GIS development services. VESTRA's six founders had previously implemented one of the first GIS systems in the state for a large-scale timber management firm in Northern California. Due to the owners' reputation for excellence, customer service, and finding innovative technical solutions to problems, VESTRA grew rapidly, and in 1989 became an Esri-authorized business partner. VESTRA has expanded to include a team of exceptionally qualified individuals including geologists, hydrologists, environmental scientists, engineers and land surveyors. VESTRA has built a reputation for sustainability, adhering to the highest technical standards, excellent project management, r?1pid project turnaround times, and exceptional client service . Today the Company has a GIS/IT Division and an Environmental/Engineering Division with 23 employees company-wide; 8 are dedicated GIS/IT professionals. For over 28 years, VESTRA has been on the cutting-edge of geographical information development, integrated security, and in-depth, sustainable IT solutions, as well as being known as leaders in system integration. VESTRA is an Esri-Certified Gold Partner, ArcGIS for Local Government Specialty Partner, ArcGIS Online Specialty Partner, and Federal Small Business Specialty Partner. VESTRA is a full-service geospatial and IT systems provider offering a wide range of consulting and technology-based services, including Enterprise GIS Design, Implementation and Support, Enterprise GIS Software Development and Training, GIS Data Management, and 3D Mapping and Modeling. VESTRA Resources, Inc. (VESTRA) is an employee-owned, multi-disciplinary corporation doing business in the State of California . VESTRA was incorporated in the State of California in 1988 (Secretary of State Business Entity No . C1429545), and is governed by a Board of Directors . VESTRA is a California-certified Small Business; our Certified Small Business number is 13183. VESTRA's average annual gross revenue averages $2.S-$3 .2 million per year. VESTRA's gross revenue for our fiscal year 2015 was $3.1 million. VESTRA is a CMAS/GSA vendor (CMAS Contract No. 3-12-70-1650C and GSA Contract No. GS-35F-353AA). I RELEVANT PROJECT EXPERIENCE VESTRA's capabilities in advanced technologies, and our expert knowledge help our clients visualize their needs, collaborate across teams , and manage their information . Our combination of longevity in GIS, and systems integration expertise, provides VESTRA with a unique perspective that allows us to exceed our clients' needs and expectations. VESTRA is known for our ability to develop innovative, user-friendly, business integration solutions that optimize and streamline processes, maintain compliance , serve customers, and improve asset life. VESTRA understands that maintaining and optimizing critical infrastructure requires technical expertise. VESTRA's expertise has continually allowed our clients to evaluate complex, long-term technology management options to discern which combination of options is most uniquely suited for them. VESTRA continually leverages our available resources, vast domain experience, and long history of developing sustainable solutions to analyze our clients' challenges and find the best technology approach to address their specific needs. During our years of business VESTRA has completed a number of needs assessments for clients, with the most rigorous being for the City of Mountain View, a client since 2010. We understand that the demands of the Page I 3 City of Cupertino Ent er p r ise Geograp hi c In for m ati o n Sys t em s (GIS) Str at eg ic Pl an Silicon Valley are unique when it comes to providing a level of service to the public and providing GIS across an entire organization. We pride ourselves on being a leader in the technology throughout California and the nation . This wide range of experience is evidenced in VESTRA's 90 % retention rate; we are able to maintain this rate based on our status as leaders in the field, and the value we place on customer service and satisfaction. Our team is exceptionally qualified to prepare an Enterprise GIS Strategic Plan . The following project descriptions are included to demonstrate experience that is directly related to the requirements of the Enterprise GIS Strategic Plan requested by the City of Cupertino. ENTERPRIS E GI S NEED S ASS ESS MEN T DEVELO PMENT AND I MPLEMENTATION CITY OF MOUNTAIN V I EW (2 011 -PRESENT) Steve Rodriguez, IT Operations Manager PO Box 7540, 500 Castro Street, Mountain View, CA 94039-7540 (650) 903-6667 I mailto:steve.rodriguez@mountainview.gov The City of Mountain View implemented an Enterprise GIS to streamline and improve the current use of GIS within the City. The City contracted with VESTRA to help guide the process and develop a GIS Master Plan for the City. VESTRA conducted a comprehensive needs assessment to determ i ne the current use of geospatial information and GIS technology in the City . Based on the results of the needs assessment VESTRA developed a conceptual design, framework for change and an implementation plan. This i ncluded detailed recommendations with regard to development of a City-wide GIS management structure, transition to an Enterp r ise GIS architecture, development of Strategic (or Master) Plan, development and implementation of GIS Database Enhancement/Maintenance Plans, and overall recognition of City-wide staffing needs . VESTRA also performed the implementation of the plan with great success . Currently the CITY has a robust GIS that is continuing to expand. The City has now fully leveraged its GIS Portal, ArcGIS for Server and web apps using Esri's Web AppBuilder. ENTERPR ISE GI S NEED S AS SE SSMENT AND IMPLEMENTATION CIT Y OF LATHR O P (2 01 4 -PRE SEN T ) Tony Fernandez, Information Technology Manager 390 Towne Centre, Lathrop, CA 95330 (209) 941-7340 I tfernandes@ci.lathrop.ca .us VESTRA was contracted with the City of Lathrop to provide a high-level needs assessment to determine the City of Lathrop's current use of GIS technology, and to develop a path forward to fully leverage GIS technology in City business processes . VESTRA 's assessment included detailed recommendations with regard to GIS architecture options, Enterprise GIS database design, business process improvements and end user GIS web applications. VESTRA created the City's first GIS viewer based on modern HTMLS/JavaScript technology by leverag i ng Esri 's ArcGIS Online and Web AppBuilde r for ArcGIS . ENTERPRI SE GIS NEED S ASS ESSM ENT A ND IMPLEMENT ATION CIT Y OF N OVATO (2 0 16 -PR ESE NT ) Scott Sanders, GIS Supervisor 922 Machin Ave, Novato CA 94945 (415) 899-8909 I ssanders@novato .org VESTR /\ ,,. ' Page / 4 City of Cupertino Ent erpri se Geogr aphi c Informati o n Sys t ems (GI S) Strat eg ic Pl an The City of Novato (City) contracted with VESTRA to evaluate and modernize their existing GIS system and leverage the investments made by the City in GIS data and technology over the years, by implementing Enterprise GIS (EGIS) technology. A low-level needs assessment was performed to City specifications . As per the needs assessment, the EGIS will provide a platform for City staff to access and share authoritative data and information via modern web applications that provide a robust set of tools to perform tasks . In addition , the EGIS will consume from and contribute to, data and services within Marin Maps, thus providing City staff a robust set of GIS tools to perform work. VESTRA's approach towards the EGIS implementation will help the City reach its goals . I TESTIMONIAL "We worked with VESTRA Resources, Inc. to help us implement the upgrade to our Enterprise GIS. They were extremely valuable to our success! I can't give them enough praise for the quality of work they do, the speed at which they deliver projects, and the professionalism they've show in our working relationship. When I first took over the GIS system, we were using a very outdated model. We were several generations behind, were using a single user system based on an outdated Access version, and had no real direction or support from the City to correct this situation . I spent a lot of time researching vendors as well as educating myself on GIS as a whole. I came across VESTRA as they were working with the state at the time to implement the state's GIS and had read very good reviews. After putting out an RFP to help me write a business justification and needs analysis, VESTRA won the RFP and we began to work together to sculpt the GIS of the future for Mountain View. In just 2 years we have gone from the situation I described to implementing ArcGIS SDE 10.2 the day it was released. My staff and I are now very well versed not only on GIS in general but specifically on the path of GIS from an ESRI perspective. We've fully implemented the LGIM model, are about 50% through migrating all data into the new environment, implemented several web applications, and are now beginning the second phase of our project which is to build out some of the core technologies such as routing and network models, maintenance workflows, and several other large scale projects . By the end of year 3, I expect to have all data layers migrated, all workflows i n place, and several advance web apps on line. VESTRA also introduced us to the LGIM model. While I have heard some criticism of the model, I think this is a short sighted criticism. Many of the complaints seem to come from people who have developed their own model and are unwilling to accept that their idea is not the best. Not having this emotional baggage, I was able to really look at it with a fresh pair of eyes and with my IT background in every other discipline, I can say that it is a very well thought out approach and one that has been instrumental in keeping everyone on the same page when it comes to the migration. It is well documented and works very well. While it's not perfect, it gives us a very good base to start from and is flexible and adaptable to any environment once you understand how it works . Our success is due in large part to the level of support and guidance VESTRA has given us . As an IT veteran of over 24 years, I have to admit that GIS is a whole new ballgame . GIS is a very complex and deep technology and the fact that we've been able to not only get up to speed but approach the bleeding edge so quickly is a strong testament to the knowledge and ability ofVESTRA as a company." Steve Rodriguez IT Manager IT Division , FASO Department, City of Mountain Vi ew (650) 903 -6667 I st eve.rodri guez@mo unt ain view.gov I www.m oun t ain vie w.gov Pa ge I 5 City of Cupertino En t e r p ri se Geogra phi c Infor m ati on Sys t em s (GIS) St r at eg ic Pl an SECTION 3 -STAFF QUALIFICATIONS AND EXPERIENCE The following Organization Structure identifies the proposed project manager and key personnel for the Enterprise GIS Strategic Plan services requested by the City of Cupertino. ,-... ~""""'-• T -o Solomon Pulapkura Project Manager I GIS Specialist I PROJECT MANAGER AND KEY STAFF BIOS Solomon Pulapkura, GISP, PMP Project Manager/ GIS Specialist Solomon Pulapkura is a Project Manager I GIS Specialist for VESTRA with over 9 years of experience in implementing a wide variety of GIS solutions for municipal, county and state governments. He has worked w ith cities such as Mountain View, Lathrop, Emeryville , Oakland , and Medford with the management of their Enterprise GIS. In addition, he has assisted counties including Shasta , Tehama, Lassen and Siskiyou with GIS projects of all levels of complexity. Solomon has conducted numerous GIS needs assessments and participated in developing GIS solutions to meet those needs . He has helped organizations he's worked with streamline their business processes and workflows by leveraging GIS. This includes workflows that i ncorporate feedback loops using redlining and commenting tools that help update and correct Enterprise GIS data. He is detail oriented, resourceful , and accurate, with strong analytical and problem solving skills, and the ability to multi- task, reach project goals, and meet tight deadlines . • In-depth knowledge of GIS system architecture design , and GIS database design. • Strong background in the implementation of web mapping applications using Esri technologies. • Experience with solutions for emergency operations. • In -depth experience prov iding solutions to municipal government in the areas of GIS data maintenance, basemap enhancements , web applications for citizen outreach and engagement, public safety operat ion s and mob i le GIS applications for field personnel. • Successful history in GIS technical support and training . Art Stackhouse Enterprise Architect Art Stackhouse is the Pre si dent of VESTRA Resource s, In c., and ha s over 36 years of ex perience in Enterp r ise GIS Platform management, asse ssing GIS need s of municipal government staff and the constituents they serve , identification of innovative GIS solutions, implementation of GIS concepts and best practices, and V E~T RA Page I 6 City of Cupertino Ent er p r ise Geog r aph ic Inform ati o n Sys t em s (GIS) Strate g ic Plan development, and implementation of Enterprise GIS platforms . Art has participated as a senior member of VESTRA's Enterprise GIS team on a wide array of projects. He has been actively involved with advanced Enterprise GIS implementations at San Francisco Public Utility Commission, City of Mountain View, City of Oakland , City of Emeryville, Sonoma County Water Agency, Caltrans, CAL FIRE, California Office of Statewide Health Planning and Development, and counties including Shasta, Calaveras, Napa, Mendocino, Lake, Lassen, and Contra Costa . Because of his experience, Art provides senior level program management, oversight and quality assurance/quality control on many of VESTRA's projects. As the President of VESTRA, Art has an overall responsibility for all projects undertaken by VESTRA, and coordinates the personnel, hardware, and software needed to complete each project. • Advanced understanding of GIS technology, Esri products, tools, applications, and services . • Long-term experience with management of complex projects and cl ient relationships . • Defining and executing plans for meeting municipal government Enterprise GIS needs. • Experience with collaborative use of local, state and federal GIS data repositories. Davin Laine Systems Architect/ Systems Engineer Davin Laine is a Systems Architect I Systems Engineer for VESTRA, and has over 34 years of systems design and management ex perience. Throughout his years of experience, Davin has developed creative IT solutions for various businesses which demanded strong IT experience and application of GIS architecture design best practices. He has a wide range of ex perience integrating GIS and other departmental database applications and systems using advanced system architecture design w ith industry best practices. He is an expert in designing systems that streamline retrieval and visualization of third party business sys t em information (e.g. permitting, code enforcement, planning, building inspections, property valuations, etc.) through integration with inside-facing GIS applications. • Design , development, and testing of systems for hundreds of government projects at the municipal, county, and state levels . • Advanced IT systems expertise and knowledge . • Enterprise GIS integration with other business systems such as maintenance management systems , property databases, permitting systems, etc. I SIM I LAR PROJECT LI STI NG (LAS T FI VE YEARS) CITY OF NOVATO , ENTERPRISE GIS NEEDS ASSESSMENT AND IMPLEMENTATION (2016 -PRESENT) VESTRA-PRIME CONSULT .~NT Project description provided in Section 2 -Vendor Data, Page 4-5. The project is ongoing. Responsible Personnel: Solomon Pulapkura, Project Manager I Sr . GIS Analyst Davin Laine , Systems Architect I Engineer CI TY OF LATHROP , ENTERPRISE GIS NEEDS ASSESSMENT AND IMPLEMENT ATION (12/2014 -7/20 15) VES TRA -PRIME CONS ULT ANT See description provided in Section2 -Vendor Data , Page 4 . The project was completed on time and within budget. Page I 7 City of Cupertino Enterprise Geographic Info r ma t ion Systems {GIS) Strategic Plan Responsible Personnel: Solomon Pulapkura, Project Manager I GIS Specialist Arthur Stackhouse, Sr. Configuration Management Specialist Davin Laine, Sr . Configuration Management Specialist Anthony Preston, Sr . GIS Programmer . CALI FORNIA DEP A RTMENT OF FIRE AND FORE STRY PROTE CTI O N {CA L FIRE), GIS A SSESSMENT (6 /2013 - 7/2014 ), VESTR A -PRIME CON SULTANT As part of our existing on-call contract with CAL FIRE, VESTRA completed an iterative assessment of CAL FIRE's existing Enterprise GIS environment. The assessment consisted of a general review of EGIS concepts, including security-related risks. The assessment also consisted of review of their existing environment, extensive discussion with agency staff to gain an understanding of the existing workflow, streamlining of workflows and related security concerns, recommendations for enhanced use of existing technology, recommendations for future technology-related upgrades, and phasing of future upgrades. Following VESTRA's assessment, CAL FIRE has been able to continue with their EGIS planning using VESTRA's recommendations. The project was completed on time and within budget. Responsible Personnel: Arthur Stackhouse, Program Manager Davin Laine, Systems Engineer Solomon Pulapkura, Analyst CALIFORN I A DEPARTMENT OF WA TER RES O UR CES {DWR ), GI S A SSESSMENT (10 ,L-2011 -6 /2 013) V ESTR A -PR I ME CONSULT A NT VESTRA supported the Department of Water Resources (DWR) with the Geospatial Technical Support project. This multi-year contract involved assessing DWR's existing Enterprise GIS Architecture. Working with DWR's Division of Technology Services (DTS), VESTRA assisted in reviewing and modifying their standards-based, scalable geospatial infrastructure to provide for interoperable data sharing and enterprise-wide geospatial data processing. Also included in this project was the development of a library of commonly used Silverlight and JavaScript model web-based map viewers and code samples/widgets to use as models for DWR developers and incorporation into future applications. VESTRA's project team provided technical knowledge transfer to the DTS staff, including video tutorials. The project was completed on time and within budget. Responsible Personnel: Arthur Stackhouse, Principal Consultant Davin Laine, Senior Systems Architect Solomon Pulapkura, Solutions Analyst CITY OF MOUNTAIN V I EW , ENTERPRISE GIS NEEDS A SSESSM ENT AND MA STER PLAN (2010 -2012) VESTRA -PRIME CONSUL TANT Project description provided in Section 2 -Vendor Data, Page 4 . The project was completed on time and within budget. Responsible Personnel: Solomon Pulapkura, Project Manager Arthur Stackhouse, Consultant/ Technical Management Davin Laine, Systems Architect . ·~ ' · VESTRA ,;y ,,, / . Page I 8 City of Cupertino Ent erprise Geographic Inform ation Systems (GIS) Strat eg ic Pl a n ALPINE COUNTY, ENTERPRISE GIS NEED S ASSESSMENT (PHASE I, 1/20 11 -6/2011) VESTRA -PRIME CONSULTANT For the past 4 years VESTRA has supported Alpine County, California with an Enterprise GIS implementation . During Phase I, VESTRA prepared the Alpine County GIS Master Plan 2011 and since then has been assisting the County with implementing the GIS within planned phases. Phase I of the project was completed on time and within budget. Responsible Personnel: Arthur Stackhouse, Principal I GIS Program Manager Solomon Pulapkura, Project Manager and Senior GIS Specialist Davin Laine, Systems Architect I PROJECT STAFF ASSURANCE Our team is limited in size, but large in experience . We are considered experts in our fields and are continuously recommended for different projects. The average experience of our technical team is over 26 years . The project team includes professionals of diverse talents, education, and training . VESTRA is proud to combine outstanding technical expertise with highly responsive client service . We respond quickly to all client requests, while consistently completing projects on time and within budget. Our past success demonstrates our ability to manage multiple-task contracts and keep our projects moving forward . Because of our reputation for rapid turnaround time , much of our work consists of fast-track, short-fuse projects with strict deadlines . We work diligently to respond to even the most challenging project demands . The fact that the majority of our clients repeatedly return to us demonstrates our ability to satisfactorily complete projects on time, on budget, and exceed client expectations. SECTION 4 -PROJECT UNDERSTANDING The City of Cupertino (City) has a robust GIS that is being managed by the City's GIS Division which provides day to day maintenance of the system, GIS user support and training. The GIS Division has already done impressive work in how the GIS is deployed. This includes utilizing ArcGIS for Server for GIS services, leveraging ArcGIS Online for web maps and apps, and implementing a versioned ArcSDE based enterprise database that stores a variety of spatial data such as GIS datasets, aerial imagery, elevation models, spatial views, and geometric networks. In addition, the system is well integrated with the Cityworks asset management system and has linkages to other third party databases such as development review, permitting, community outreach and business licensing, for city staff to easily access this information. With a good foundation in place, the City is looking to cast a vision and develop a strategy for how the GIS can better serve the City, improve how it is used, implemented, leveraged and integrated as a technology, become foundational to City business functions, and be highly visible within the organization, over the next five years. From the RFI, several key goals the City wants to achieve, have been identified . These include: • To enhance GIS service delivery with improved efficiency and effectiveness • To expand GIS accessibility and use • To achieve a greater level of integration of the GIS with the City's business systems • To better support City business processes • To increase organizational awareness, visibility and department sponsorship for GIS • To implement best in class GIS technology .. I ~ , .. 1(:V.ESTRA . .• I" Page I 9 City of Cupertino Ent erpri se Geographic Inform at ion Sys t e ms (GIS) Strat eg ic Pl a n The City is seeking a qualified and experienced consultant who will perform a thorough assessment of the ex isting GIS infrastructure and develop a comprehensive Enterprise GIS Strategic Plan that will define and create a roadmap for the City to achieve the goals stated above. SECTION 5 -TECHNICAL APPROACH The follow i ng is VESTRA's technical work plan and methodical approach toward meeting the City's goals and objectives as mentioned in the RFI. NOTE: VESTRA takes pride in performing meticulous and high quality work. VESTRA is very selective in responding to GIS Strategic Planning proposals and does not produce off-the-shelf needs assessment and strategic planning documents. Our solutions and planning processes are carefully tailored for the client's needs. VESTRA has found success and built a sol id reputation based on this approach . It is hoped that the following technical approach will reflect the above . !TASK 1 : KICKOFF MEETING AND PROJECT PLAN VESTRA will begin the project with an up to two (2) hour kickoff meeting, with the City's project team and Steering Committee. This meeting will be conducted as a webcam enabled video conference call using GoToMeeting, Skype, or similar screen sharing software. This meeting is designed to perform formal VESTRA and City project team and Steering Committee introductions; confirm the primary stakeholders, review and confirm the project scope of work, schedule, and budget; establish guidelines; and reach an agreement on protocols for change control, communications, and project closing processes, as needed . Following the kickoff meeting, VESTRA will submit a high level project plan that summarizes meeting notes including any minor changes to scope, schedule or budget (if applicable), agreed upon protocols for change control, communications, and project closing processes (as needed) for review and formal acceptance by the City. Task 1 Deliverables 1. Project kickoff meeting 2. High level project plan including summary of meeting notes, updated scope of work, schedule and budget (if applicable), agreed upon protocols for change control, communications, and project clos i ng processes, as needed Task 1 Assumptions, Constraints, and/or Exclusions 1. Meeting invitations and agenda will be sent prior to the meeting. VESTRA and City project managers will work on scheduling the meeting. 2. VESTRA assumes the existence of a GIS Steering Committee based on this being mentioned in the RFI. 3. VESTRA does not anticipate major changes to scope, schedule or budget in such a way that will significantly delay the project, increase costs, or affect project progress . If any major changes are requested these can be negotiated during the contracting phase . 4. No additional rounds of review are anticipated for the project plan. VESTRA collaborate with the City to ensure that the project plan submitted satisfies the City's requirements and is ready for approval upon receipt . ~vESTRA I Page / 10 City of Cupertino En te r prise Geograph ic In formatio n Systems (GIS} Strateg ic Plan -------------· --- ------------- : TASK 2 : ENTERPRISE GIS ASSESSMENT Based on the final schedule agreed upon during the kickoff meeting, VESTRA w i ll conduct a comprehensive assessment of the Enterprise GIS during an up to three (3) consecutive day on-site visit. During this time, VESTRA will conduct meetings and/or interviews with stakeholders in the various City departments. The ant icipated meeting schedule is as follows : Day Time Duration User Group or Department Day 1 8 :30 -10:00 am lYz hrs Kickoff Meeting 10:00 -12 :00 pm 2 hrs Information Technology and Communication {ITC) 12:00 -1:00 pm 1 hr Lunch I Break 1:00 -3:00 pm 2 hrs Public Works 3:00-5:00 pm 2 hrs Community Development Day 2 8:30 -9:30 am 1 hr City Manager's Office 9:30 -10 :30 am 1 hr Finance 10:30 -11:30 am 1 hr Human Resources 11:30 -12:30 pm 1 hr Community Outreach 12:30 -1:30 pm 1 hr Lunch I Break 1:30 -2:30 pm 1 hr Recreation and Community Services 2:30-3:30 pm 1 hr Environmental Services 3:30 -4:30 pm 1 hr Code Enforcement Day 3 8:30 -10:00 am 1 Yz hrs Cityworks Users 10:00 -12:00 pm 2 hrs Follow up meetings I interviews {See Page 14) 12:00 -1:00 pm 1 hr Lunch I Break 1:00 - 5 :00 pm 4 hrs Follow up meetings I interviews (See Page 14) The following outlines some key areas of discussion during the meetings . . . \.. . ,·.~MESTRA ..... j, /'' Pag e I 11 GIS Infrastructure Review City of Cupertino Enterprise Ge ographic Information Systems (GIS) Strategic Pla n During the meeting with Information Technology and Communications Department, VESTRA will gather detailed information about the existing GIS infrastructure in the organization . This will include (but not limited to) a review of hardware, software/applications, licensing, networks and integration with non-GIS business systems. VESTRA will seek to understand how GIS is being used and accessed in the organization from a technology standpoint, how GIS currently serves City business processes, and the existing level of GIS visibility in the organization . Discussions will include business system integrations and related gaps and needs. All information gathered will be geared toward understanding the current system, finding gaps and identifying opportunities for improvement and how to best leverage Esri licenses (ArcGIS for Server, ArcGIS for Desktop, ArcGIS Online, Portal for ArcGIS and/or ELA) for current and future needs. GIS Data Review During the meetings with each User Group or Department, VESTRA will identify core datasets, nature of the data, how data is used, applications, workflows, business processes and business objectives supported by the data. In addition, VESTRA will review the current enterprise geodatabase and layers within the City, and data maintenance procedures followed. VESTRA will use the above information to create a data inventory matrix of discovered data sources that captures key attributes and describes how GIS systems and services could be leveraged to maintain the data for multiple uses. The following table is an example of the GIS data inventory matrix that is anticipated to be developed. The final format of the table may vary based on information gathered during actual needs analysis. GIS Data Inventory Matrix Dataset Condition Priority Data Business Process Needs I Gaps Recommendations name (incl. (high, source or Application currency, medium and/or accuracy and or low) Data completeness . steward(s) E.g. approx. coverage, level of detail, etc.) Add resse s Current Medium Building Geocoding, Temporary Implement LGIM Address Permitting, Asset addresses need Management template to Management, to be available easily ma intain current and Code that temporary addresses in Enforcement, maintenance conjunction with road can assign centerlines . Create a ma ster Bu si ness workorders to, street name table . Establish Licensing even while QC process and train building planning and staff member to maintain review authoritative address processes are information in GIS. being performed . Data need s to match streets data The budget includes time for developing a GIS Data Inventory Matrix for up to fifty (50) core datasets which will be analyzed to determine how the GIS system and services can be leveraged to maintain the data for Page I 12 City of Cupertino Enterpri se Geogra p hic Information System s (GIS) Strategic Plan multiple uses. Additional datasets might be added to the matrix based on priority and/or available time and budget. GIS Business Process Review During the meetings with each User Group or Department, VESTRA will identify key business objectives and associated business processes being performed. VESTRA will identify gaps in the data or applications that need to be filled so that business processes are more efficient and effective, and business objectives are met. VESTRA will pay attention to how GIS resources such as staff, processes and technology can be effectively leveraged so that the organization conducts business at an elevated level of efficiency. GIS Applications Review During the meetings with each User Group or Department, VESTRA will determine potential GIS applications and solutions that might fill needs and gaps identified, using Esri licensing and technology stack. VESTRA will resolve duplicate statements of needs, or overlapping areas of application and data needs. VESTRA's application recommendations will be provided in the form of high-level Application Definition's. The following table shows an example of a GIS Application Definition. Application definitions may include targeted desktop, web and mobile applications and/or cross platform applications that are integrated to other business systems. The development of up to five (5) application definitions are included in the budget. More application definitions may be developed based on priority and/or available time and budget. Ownership Search and Notification Widget Target Divisions: Planning Description: This application automates the process of identifying property owners and generating mailing labels and letters for official notification of the proposed action . Users input a parcel number or address location of the proposed land use action and distance for the proximity search. The GIS performs a buffer search and selects all parcels that fall within the buffer boundary. Attribute data for the selected parcels is accessed, and owner address information is used as input for an automated letter generation to the owners . The application also generates a map display and list of the selected owners . Business Processes Impacted: a) re-zoning reviews, b) zoning exemption reviews, c) site plan or land development proposals, and d) capital project design . Security and Access Requirements: Accessible to all internal city staff. Data Required: a) GIS parcel map layer and owner attribute information, and b) GIS zoning map layer. May also benefit from some other GIS layers such as orthoimagery and street centerlines. Integration Requirements with other non-GIS Business Systems: None . Owner and address information will be available in the parcel feature class itself which has been updated with County assessor information . Products or Results Generated from the Application: a) Map display showing buffer search and selected parcels, b) report listing selected owners, and c) automatically generated notification letters to land owners . GIS Staffing Resources Review During the meetings with each User Group or Department, VESTRA will identify opportunities where existing GIS staff can enhance support for data maintenance and business processes. In addition, VESTRA will identify opportunities for training departmental staff with using GIS software and applications, as applicable, and allocate resources to promote efficient maintenance, accessibility, usage, and sponsorship of the GIS. The following is an example of a matrix that might be developed. The final format of the table may vary based on information gathered during actual needs analysis. Page I 13 City of Cupertino Enterprise Geographic Inform at ion Systems (GIS) Strategic Plan GIS Staffing Resource Matrix Division/Department Current Staff Additional GIS Skills and Opportunity Member Staff Identified Training Required PW Build ing None Introduction to Training the Technician ArcGIS for Building Desktop Techn ician helps maintain authoritative address data and avoid duplication in the system GIS Governance Structure Review During the kickoff meeting and/or meeting with ITC, VESTRA will discuss the current governance structure for GIS . This may include (but not limited to) examining the City organization chart to visualize relationships among management and user groups, understanding the roles of the GIS Division and/or Steering Committee, current policy setting practices with respect to GIS, inherent administrative procedures and communication channels that might benefit the GIS and lead to maximizing the visibility of GIS in the organization and offer support to ongoing investments in GIS. Follow Up Meetings I Interviews Day 3 will include secondary follow up meetings with City departments or user groups, as needed. The schedule will be determined during Days 1 and 2, and will be based on progress of meetings and feedback from the various departments and user groups. The anticipated follow up topics may include (but not limited to) exploring and viewing GIS data, spreadsheets, drawings, and reports, observing staff perform workflows and examining how GIS is being used at their work area including how data is presented, accessed and/or updated, how and what data is used for, and gaps that might need to be filled. VESTRA will also look at how and what software is being used, whether the technology is meeting the user's needs, gaps that might need to be filled in terms of tools to be built, and changes needed in workflows and business processes. Task 2 Deliverables 1. Enterprise GIS Assessment Task 2 Assumptions, Constraints, and/or Exclusions 1. Meetings will be conducted at City offices and attended by VESTRA and City stakeholders . 2. Meeting schedule presented on Page 11 is preliminary and subject to change . VESTRA and the City will discuss and finalize the schedule prior to or during the kickoff meeting. 3. The City will identify appropriate department staff who will attend the meetings. 4. An internet enabled conference room that includes equipment for presenting will be arranged for by the City but meetings might be conducted at other locations such as at user workstations to observe workflows or review data . 5. Department or user group staff identified for meetings and/or interviews will be available to attend the session(s). ~i=STRA 7 /J Page I 14 City of Cupertino Ente r pr ise Geograp hi c Informat ion Systems (GIS) Strat egic Plan 6. Add itional interviews over the phone and or web conference may be needed as follow up. VESTRA will work with the City project manager to schedule these meetings with the stakeholders identified, as necessary . I TASK 3 : ENTERPRISE GIS STRATEGIC PLAN In this task, VESTRA will analyze , correlate, contextualize and integrate information gathered during Task 2, to develop the Enterprise GIS Strategic Plan (Strategic Plan). The Strategic Plan w i ll include three main sections (other typical plan document sections such as executive summary, goals, background, etc. are not elaborated in this RFI response, but will be included, as applicable). Section names provided below are representative; actual section names used in the final document may be different. Section 1-Existing Infrastructure and Needs Assessment Findings As the t itle suggests, this sect ion will report the exist i ng infrastructure and needs assessment findings . This sect ion will set the context for the strategies outlined in further sections of the Strategic Plan. Section 2 -Framework for Change This section will i ntroduce concepts based on industry best practices for enhancing GIS service delivery, expand GIS accessibility and usage, and achieve greater GIS integration within City business processes and systems . In addition, this section will lay down the conceptual framework for increasing GIS visibility and organizational awareness of the technology, effectively deploying GIS in the organization, and optimizing the use of resources such as people, processes and technology. The objective of the framework is to elevate how GIS is leveraged in the organizat ion. Based on concepts introduced, VESTRA will provide recommendations for changes to be made that are in alignment with the City's goals behind the RFI. The Strategic Plan will develop criteria and rank priorities for all elements of the plan . The recommendations are ant i cipated to include but not limited to : • GIS System Architecture recommendations to include but not limited to best practice infrastructure models . An example is provided below (for illustrative purposes only. The diagram generated for the City is anticipated to be completely different). ~--- ! I '-'·· I \ .. ; / ~ -~ /I _ _;,.;_~·-....- / I ~ ,·\(EQJR A ' ..,,. W1~11 (\'1"1;.,J1 i)cn",) t~• .\N6. , • .. y:~<:~(!:i} Y,. .. b :\d•p{D• (P..,t:ijJt; Po'1 ... '•.t.Maptat ~C\l'f';flot"!.U tpw •1:r.r c .... )t .. r.fle~ /,fb'H".1't fll~ .vet> Ma~·· SQl >•I 'if"t AlA!'1er1 c,11 • :'.'O"l Ar >OE'llf'f 0'11 !Pr(>di.;cti Pa ge I 15 City of Cupertino Enterp ri se Geogra p hic Informa t io n Sys t em s (GIS) Str at egic Pla n • GIS Governance Structure recommendations that will help the City retool its lines of authority, communication and pattern of policy setting to maximize visibility and ongoing investments in the GIS . • GIS Data Inventory Matrix with data recommendations that identifies improvements to data assets that fully support business process and overall City goals. • GIS Business Process recommendations • GIS Application Definitions with application recommendat ions to include desktop, web and mobile applications which may be cross platform where applicable, and are integrated with ERP, Land Management, CRM and other business systems . • GIS Staffing Resource matrix with resource allocation , staffi ng and training recommendations • Other recommendations based on analysis of gaps and identification of opportunities in Task 2 Section 3 -Implementation Plan The third main section of the Strategic Plan is the Implementation Plan . This is a detailed and systematic roadmap that will be organized in discrete phases that will elaborate tasks and activities, dependencies, critical decision points, and resource needs . The implementation plan will include costs for performing activities including resources , software and hardware, as applicable. The implementation plan w i ll include a cost -benefit analysis that presents a high level return of investment projection based on the recommended i nitiatives of the plan. VESTRA will submit a draft of the Strategic Plan for the City's review . The City will send suggestions and changes back to VESTRA within ten (10) business days . VESTRA will update the document within ten (10) business days thereafter, and send a final document to the City. Task 3 Deliverables 1. Draft Enterprise GIS Strategic Plan 2. Final Enterprise GIS Strategic Plan Task 3 Assumptions, Constraints, and/or Exclusions 1. Data Recommendations Matrix structure is subject to change based on information received and discussions with the City during actual needs assessment. 2. Staffing and Training Recommendations Matrix structure is subject to change based on information received and discussions with the City duri ng actual needs assessment. 3. GIS Application Definition structure is subject to change based on information received and discussions with the City during actual needs assessment. 4. The City will have staff available . I TASK 4 : FINAL PRESENTATION In this task, VESTRA will give a Final Presentation to the Steering Committee. The presentat i on will be given at the City offices on -site and anticipated to be up to 1.5 hours long. The pre sentation will include: • Executive summa ry of the project • Findings of the needs assessment • Ove rv iew of concept s introduced and recommendations • Anticipated benefit s, ROI and how goa ls are being met Pag e I 16 City of Cupertino Ent erpr ise Geograp hi c Informa ti on Sys t ems (GIS) Str at egic Pl a n The final presentation will be followed by a Questions and Answers session. Task 4 Deliverables 1. Final Presentation using Microsoft PowerPoint Task 4 Assumptions, Constraints, and/or Exclusions 1. Presentation will be conducted at City offices. 2. Meeting invitations and agenda will be sent prior to the meeting. VESTRA and City project managers will work on scheduling the meeting. 3 . An internet enabled conference room that includes equipment for presenting will be arranged for by the City. I T I ME SCHEDULE The tentative project schedule is provided below. VESTRA anticipates completing the project in fifteen (15) weeks, once the project is approved . TASK/WEEK 1 Kickoff Meeting and Project Plan 2 Enterprise GIS Assessment 3 Enterprise GIS Strategic Plan 4 Final Presentation SECTION 6 -OTHER INFORMATION I SAMPLE NEEDS ASSESSMENT See ATTACHMENT A for a sample needs assessment developed for a city similar in size to the City of Cupertino. I DISCLOSURE STATEMENT Within the last five (5) years, VESTRA Resources, Inc. has not been involved in any lawsuits or lit igation regarding business practices . SECTION 7 -COST PROPOSAL VESTRA is offering our CMAS/GSA Rates in this response (from CMAS Contract No . 3-12-70-1650C and GSA Contract No. GS-35F-353AA). This estimate is provided on a time-and-materials, not-to-exceed basis, with a maximum cost of $29,902.28. The actual hours incurred by each staff resource may vary during actual contract work. It is assumed that it is perm issible for resources to be re-allocated based upon work, as long as the ma ximum cost is not exceeded. Page I 17 City of Cupertino Ent er pri se Geog r ap h ic Info r ma ti on Sys t e m s (GI S) Strat egic Pl an ' i Task Descripti on S taff C lassification Hourly Rate Hou ~ Cost t ,. I 1 Kick off Meeting and Proj ect P lan -------Kickoff Meeting and Project Plan Proj ect tv'anager $141 .0 3 8 $1 ,128 .24 ! Enterprise Nchitect $158.00 I 2 $316.00 - Systems Engineer $114.00 4 $456 .00 ---·· ------· - GIS Specialist $109.00 10 $1,090 ~ Total Task 1 24 $2,9~g.:24 2 Enterprise GIS Assessment On -Site and Follo w up Meetings System Engineer $114.00 12 $1,368.00 I GIS Specialist $109.00 28 $3,052 .00 1 Travel Costs $1,495.20 Total Task 2 40 $ 5,915.20 ------·-·-3 Enterprise GIS Strategic Plan ·--i Enterprise GIS Strategic Plan Draft Project tv'anager $141.03 2 $282 .06 Enterprise Nchitect $158.00 4 $632 .001 L Systems Nchitect $150.00 6 $900.00· 1 S ~tems Engineer $114.00 6 $684 .00 ~ L__ GIS Seecialist $109.00 32 $3,488.00 I Total for Plan Draft Deliverable 50 $5,986.06 I Enterprise GIS Stra t ~ic Plan Final i P ~oj ect tv'anager $141 .03 2 $282.06 f-Enterprise Nchitect $158.00 4 $632 .00 · I $2.100.om ~-Systems Nchitect $150.00 14 -I Systems Engineer $114.00 4 $456.00 GIS Specialist $109.00 50 $5,450.00 L. Total for Plan Final Deliverable 74 $8,920.06 Total Task 3 124 $14,906.12 4 Final Presentation On-Site Presentation Project tv'anager $141 .03 4 $564.12 r--""'·-------- I Systems Engineer $114 .00 2 $228.00 Prepare Presentation I Systems Enciineer $114.00 4 $456.00 L_ I I GIS Seecialist $109.00 20 $2 ,180.ooj r-Travel Costs I 20 $2 ,662.60' I I Total Task4 50 $6,090 .72 I All Task Totals ~ 238 .. I $29,902.28 .. , . ' -) . I PROPOSED METHOD OF PROGRESS BILL I NG After each deliverable has been completed, billable charges for the task are printed and reviewed by the project manager, and once approved an invoice is created . Invoices are sent to client via email or regular mail as requested . Standard terms are net 30 days from receipt of invoice . VESTRA will invoice the City after providing deliverables per the format below: IN V O ICE 1 Deliverable 1-Project Kick-off w ith Steering Committee and Project Plan Delive r ed Payment Schedule: $2 ,990.24 (Approximately 10% of total cost) INVO ICE 2 Deliverable 2 -Assessment Phase Completed Payment Schedule: $5,915.20 (Approximately 20 % of total cost) IN V O ICE 3 Deliverable 3 -Draft of GIS Strategic Plan Received Payment Schedule: $5 ,98 6.06 (Approximately 20% of total cost) Pag e I 18 City of Cupertino Enterprise Geographic Information Systems (GIS) Strat egic Plan INVOICE 4 Deliverable 4 -Final Version of GIS Strategic Plan Accepted Payment Schedule: $8,920.06 (Approximately 30% of total cost) INVOICE 5 Deliverable 5 -Final Presentation to Executive Steering Committee Payment Schedule : $6,090.72 (Approximately 20% of total cost) SECTION 8 -ACKNOWLEDGEMENTS, ADDITIONS, AND EXCEPTIONS I REQUIREMENTS ACKNOWLWEDGEMENT VESTRA has the ability to meet all of the requirements stated in the scope of work provided by the City of Cupertino. I EXCEPTIONS TO TERMS AND CONDITIONS VESTRA has reviewed the City's terms and conditions listed in the RFI, and have no exceptions or qualifications/clarifications regarding the response. Page I 19 VESTR-2 OP ID: W6 CERTIFICATE OF LIABILITY INSURANCE I~~ DA TE (MMIDDIYYYY) 04/06/2016 THIS CERTIFICATE IS ISSUED AS A MATIER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). I~~~~:~ Insurance Services -~~~1~cr Mif!dj' Whitehouse __ License #0801094 J~8't~~E•ll: 530-7_2_2_-_2 _60_2 ________ ~~&_5 30.:]°22-3SS~ ~-__ _ 310 Hemsted Or., Suite 200 ~-~~b~~'!1 -~hit!h_5>_l!_se.@iwins.c2.~- Reddlng, CA 96002-0935 ·1· ---NAIC :;-Steven L. Williams, CIC, CRM 1 _________ _1_~suRER(SJAFFOROINGCOVERAGE " ··--------co,,-----~--------·-·-·-··----+--'NSURER A, Federal Insurance Company ---------1 --. _2_12~0·-~2-8~-48!_ __ -- 1NsuRED VESTRA Resources, Inc. 1!1.5.!-''.l_ER_~ :_f>_!l}!~~~!Phi~ Jnd..:.J!lS.: ~o. __ 5300 Aviation Drive RSUI I d I C Redding, CA 96002 ,_!I SURERC : n emn ty ompanY._ _____ _ INSURER o: Zurich-American Insurance Co 16535 -------------------------·--·-- INSURER E: Landmark American Ins. Co 33138 INSURER F : COVERAGES CERTIFICATE NUMBER· REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF IN SURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD IND ICATED . NOTWITHST ANDI NG ANY REQUIREMENT. TERM OR CONUITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICA TE MAY BE ISSUED OR MAY PERTAIN , THE IN SURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJ ECT TO AL L THE TERMS , EXC LUSIONS AND CONDITIONS OF SUCH POLICIES LIMIT S SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS . INSR ! -·-·-·---------. -·· 1Mol SUOR . --· -POLIC Y EF'F'~ -POLICY-E"xp· . -· ---- LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER /MM/OOIYYYYI /Ill MIQDIYYYYl LIMITS A ~I COMMERCIAL GENERAL LIABILITY I EACH OCCURRE NCE i-:---. 1,000,00C i fl CLAIMS-MADE M OCCUR I x 35386713 04/01/2016 04/01/2017 "UAl:liIDt"i'lffl f"i'l'fl'"O ___ -1,000,000 ~-~~fl.Jl~~.s (Ea _o_c cu u~n_c_e } _I $ H~~''""' ffi ,~,,~~,,, ... : ~. MED EXP [Al1•1 one pe1 son) .. 1. $ . --~-~!~00 PERSONAL & ADV INJURY 1: 1,000,000 GENERAL AGGREGATE 2,000,000 i ,PRO· L I PR OD UCT> " CO MPIOP AGG I $ 2,000,000 POLICY : ! JECT LO C OTilER : ·-1$ ___ I AUTOMOBILE LIAEILITY _&~~~~~~.!_t~GL E uMrr _ .L . 1 ~~OE~_c ~ B ANY AUTO PHPK1476128 04/01/2016 04/01/2017 80 DIL Y INJURY (Pe• person) $ Al L OWNED ~-SCHEDULE D f °'"'""""'"'"'·~··' • -~·-----I AUTOS ~ ~~1°6wNED RO P E FH'i'"(iA~AAGi'°"""--·-r "i°" ----------I HIRED .<\UTOS ...... "" AUTOS I ~f. ~!Y!d g_l)_l ) -. ·-. . ---· $ /-x :::~:r Ci :~~~-· I EACH OCCU RRENCE ~ $ 6,000,00[ ----------------------c NHA240011 04/01/2016 04/01/2017 AGGRE1;>ATE I : ....... 6,~00!~0~ ! l om x RETENTIONS 01 I WORKERS COMPENSATION I x I PER ' l OTH-I ANO EMPLOYERS' UABIUTY I __ .... .§..1:!\Il!TE . . . -~R .. __ ··-· . ········---~····-········· YIN I D ANY PROPRIETORIPARTNERIEXECVTIVE O ,NIA WC966055805 04/01/2016 04/01/2017 EL EACH ACCIDENT $ 1,000,00() ! OFFICER/MEMBER l'XCLUDEO? .. --· ·--·· I (Mandatory in Nftl I E L DISEASE · EA EMPLOYEE $ 1,000,000 ff yes, 00.sCl'ibe under EL DISEASE -POLICY LIMI T r;---·--1.000,000 OESCRIPT iON OF OPERATIONS below E rro~">oo•I Li•b I LHRB29039 04/01/2016 04/01/2017 Limit 1,000,000 I I Ded 25,000 I DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES [ACORD 101, AddJUonal Remarks Schedule, may bo attached If more •pace I• required> RE: Enterrrise GIS Strategic Plan. As respects to General Liabiity Adclitiona Insured status applies per attached endorsement if required by written contract. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE 'THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Cupertino ACCORDANCE WITH THE POLICY PROVISIONS. 10300 Torre Ave. AUTHORIZED REPRESENTATIVE Cupertino, CA 95014 :::s~ ... y.K~ : © 1988-2014 ACORD CORPORATION. All rights reserved . ACORD 25 (2014/01) The ACORD name and logo are regis tered marks of ACORD Liability Insurance CHU Ba Endorsement Policy Period APRIL I, 2016 TO APRIL I, 2017 Effective Date APRIL l. 2016 Policy Number 3538-67 -13 WCE lnsursd VESTRA RESOURCES INC Name of Company FEDERAL INSURANCE COMPANY Dats Issued JANUARY 19, 2016 This Endorsement applies to the following forms: GENERAL LIABILITY ~A~~~¥~~~St~';A~~~~Mt#:!:t~!t:S:~),:!J$!!:W.~~w.~~;u9.;i'ISXU?~fJJJJt.~*~~~'S')~~~~~~~~~'iJ~~'®~WXS;U;'Ff(f-m:m~~~~~~~~:u;,)1J.;.~;:s<;l\l'~~:S~W~tt-S.~>.tc1jt¥~tlNl~~~~~il ~U~i-i Wh o Is An Insure d Additional Insured· Scheduled Person Or Organization Lloblli ty lnsura ncf> Form 8Q.<J2·2361 (~v. 5-07) Under Who lR An lnsutM, the following provision is added Persons or organizations shown In the Schedule an:: inrureds; but they are imu.reds only if you are obligated pursuant to a contrnct or agreement ID provide them with such insurance as is afforded by this policy . However, the person or organization is ao .Insured only: if end theo. only to tbe extent the person or organization is described ia the Schedule: to the extent such contract or agreement requires the person or organization to he afforded status as an Insured; · for activities that did not occur, in whole or in part, befuce tile execution of the contractor agreement: and with respect to damages, loss, cost er expense for injury or darna,ge to which this Insurance applies . No person or organization is nn insured under dlis provision: that is mo re specifically identified t10der any other provision of the Who Is An Insured section (regardless of any limitation appli<:abfe thereto). with respect to any assumption of liabUlty (of another person or org anization) by them in a contract or agreement. nus limitation does not apply to the liability for damages. loss. cos t or expense for injury or daJlla8e. to which this insurance applic.-i, that the person or organh.ation would ll'ave in the ab se nce ofsucb contractor agreemem. Addllional /T1$Urf.ld -SchEJduled Person Or Organimtion Pag11 1 CHUBB Conditions (continued) Disclosures And Representations Duties In The Event Of Occurrence, Offense , Claim or Sult Liability Insurance Form 80-02-2000 (RIV. 4·01) General Liability We have issued this insurance: based upon «;presentations you made to us; aod io reliance upon your representations. Unintentional failure of an employee of the lnSOJ"ed to disclose a hazard or other material information will not violate this condition, unless an officfl' (whelber or not an employee) of any inMred or an omcer's designee knows about such hazard or other material information. A. You must see to it rtrnt we and any other Jnsurers are notified as soon as practicable of any ocwrrenceor offense that may resuJt in a claim, if the claim may involve us or such other insurers. To the extent possible, notice should include: I . how, when and where the occurrence or offense happened; 2. the names and addresses of any injured persons and witne .1ses: and 3. tile nature and location of any injury or damage arising out of the oc~urrence or offense. B. If a claim is made or suit is brought against any lllsured, you must 1. immediately record tbe specifics of the claim or Sllit and the date received; 2. notify us and other insurers as soon as practicable; and 3. see tG it that we .receive written notice of the claim or suit as soon as practicable. C. You and any other illvolvcd insuroo must 1, immediately seed us copies of any demands, notices. su1I111U;Jnses 01 legal papers received in ooanectron with the claim or !IUit; 2. authorize us to obtain JC.OOrds and other information: 3. cooperate with us and other insurers in the: a. investigatfun or settlemen t of the claim; or b . defense against the ~It; and 4. assist us, upon our request, in tbe enforcement of any right agai01;t any person or organization that may be liable to the lnmred because of Joss to which this insurance may also app ly. D. No insunds will. except at lillU insured's own cos!, make any payment, assume any obligation or incur any expense, other lban for first aid, wilhoul our consent. E. Notice given by or on behalf of: l. the insuN!d; 2. the injured pcn;on; oc 3. any other clalmant; to a licensed agent of olll'S with particulars sufficient to identify the ilmm:d shall be deemed notice to us. O:mtracr ~2t of32 Conditions Duties In The Event Of Occurrence, Offense, Claim Or Suit (continued) Legal Action Against Us Other f nsurance Liability Insurance Form B0-(12-2000 (R.ev. 4--01) F. Knowledge ll fan occurrent-'t! or ofknse by an agent or em)lloyee of the insured will not constitute knowledge by lhe insured, unless an officer {whether or not an empfoyee) of any insured or an offia:r's designee knows about such OL'Ctlrrence or offense. G. Failure of an agcnl or employee of the in~"llred. other lhan an officer (whether or not an employee) of any imured or an olflCel''s designee, to notify us of an occurrence or offense that such person knows about will not affect the insurance afforded to you. H. lf a claim or loss cloes nol reasonably appear to involve this insurance, but it later develops into a claim or loss lo which this insurance llppties, the failure to repon it to us will oot vioJate 1his condition. provided the Insured gives us immediate notice as soon as the insured is aware that this insuranc( may i!pply to imcb claim or loss. No person or organization ha.<; a right under !his iJJSllrance to: join us as a party or otherwise bring us into a suit seeking damages from an insured: or sue us on this insurance unless all of the terms and conditions of t!1is insuraocc have been fully complied wi tll. A person or organizat ion TlUlY sue us to recover on an agreed settlement or on 11 final j udgment against ao insu r ed obtained after an a.Croat: trial in a civil proceeding; or arhitration or other alternative dispute resolution proceeding; but we will not be liable for damages th at are not payabJe unckr the terms and conditions of th is insurance or that are ln excess of tile appl icable Li ml ts Of Insurarn:e. If other valid and collectible insurance ls available to !be insured for loss we wouJd otherwise cover under this insurance, our obligations are limited as follows. Primary Insurance This insurance is prlmary exec pl when the Excess Insurance prov1sion described below applies. If this insurance is priml!Iy, our obligations are not alt'ected unless any of the otber insurance is also primary. Then, we will sbare with all that other insurance by the nwthod described in the Mt:thod of Sharing provision descriDed below . Excess Insurance This insurance is excess over any otbcr Ins urance, whether primary, excess, contingent or on any other basis: A that is Fire, fu:tcndi.:d Coverage, Duikkr'~ Risk. Tnstallation Rii>k or similar insurance for your w ork; ll . that is insurance I hat applies to property damag@ to premises rented to yo u or temporarily occupied by you with permission of the owner; C. if the loss arises out of alrcraft, ~u ftoo or watercraft (to the eY.tent IOOt subj ect to the Airc raft , Au tos Or Watercraft exclusion); Con tract Page 22 of 32 CHUliiiJB Conditions Other Insurance (continued) Premium Audit Sepa ration Of Insureds Uabilii/ fnsutsncs Fotm 8()..02-2000 (R9V . 4.01) General Liability D. that is insurance: l. provided to you by any person or organization workiog under cootract or agreement for you; or 2. under which you are included as an insured: or E. that is insurance under any Property section or this policy. When lhis insurance is excess, we will have no duty to defend the in.orured against any suit if aoy other insurer has a duty to defend such inrured against such suit. If no other insurer defends, we will undertake to do so. but we will be entitled to the inrured's rights against all those other insurers. Wtwn this insurance is excess over other insurance. we will pay only our share of !be amount of loss, if any, that exceeds the sum of the total: amount that all other insurance would pay for Joss in the absence of this insurance: and of all deductible and self-insured amounts under all oilier insurance. We will share the remaining loss, lf any, with any other inslllllflce that is not described in this Excess Insurance provision and was no! negotiated specifically to apply in exces& of the Limits Of Insurance shown in the Declarations of this insurance. Method of Sharing If au of the other insurance permits contribution by equal shares, we will follow lhis method also . Under this method each insurer contributes equal amounts until it has paid Its applicable limits of in:rurance or none or tlle loss remaill8, whichever comes first. If any of the other insurance does not pemril contribution by equal shares, we will contribute by limits. Under this method, each insurer's share is based on the ratio of its applicable limits of inmmacc to the total applicable li.miu; of insurance of all Insurers. We will compute all premiums for this insurance in a~cordance with our roles and rates. In accordance with the Estimated Premiums section of the Premium Summary, premlums shown with an asterisk(") are estimatc<l premiums and are subject to audit.. In addition to or in lieu of sucb dcBignatiort in the Premium Sur.unary, premiulllli may be detiignated as estimated premiums elsewhere in Ibis {X)licy. In that caw, these premiums will also be subject to audit, and the second paragraph of tb e Estimated Premiums sectio n of th e Premium Summary will apply . Excep t with respec t to the Limits Of Insurance, and any righ ts or duties spec ifically ass.igaed in Uiis insurance to the firs t named mmred, thih in8Ufancc applies: as if each named bwured were tbe only named inwred; and separately 10 eocb insl.~red against whom cl!rlm is made or mit Ls broug ht . Contract Conditions (continued) Transfer Or Waiver Ot Rights Of Recovery Against Others Ferm 8C-CJ2-2G(JO (Rsv. 4-01) We will waive l11e right of recovery we would otherwise have bad against another person or organization. for loss to which this insurance applies, provided the insared has waived theiT rights of rc;:covery against such person or mganization in a contract or agreement thal is executed before such loss. To the extent that the inmred's rights to recover all or part of any payment made under this insurance have oot been waived, those rights are transforred to us . The in.rurtlld must do nothing after loss to impair them. Al oor request, the insured will bring suit or Lransfer those rights to us and help us enforce them. This condition does not apply to medical expenses. Contract Paga24 of32