HomeMy WebLinkAboutReg 2017-10-02 Item 4C - Agreement - Public Works Asset Management System with Lucity Inc for $132,800 (with Ongoing Maintenance Costs)COUNCIL AGENDA SYNOPSIS
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Meeting Date
Ptelfixed_ t
Mayor's review
t.i.
Connell review
10/02/17
RT_e
Department
_
CITIEGORY • DISCUSS
1171
12
Motion
Date lit/02/17
❑ Resolution
lv4 Date
II Ordinance
❑ Bid Award
Mtn Date
❑ Public Heating
Mg Date
• Other
ma Date
ITEM No.
4.C.
ITEM INFORMATION
CAS NUMBER:
STAFF SPONSOR: ROBIN TISCHMAIC
01t,IGINAL AGENDA DATE: 10/02/17
AGENDA ITEM TITLE Asset
Purchase
Management
for the
System
Public Works
Department
CITIEGORY • DISCUSS
1171
12
Motion
Date lit/02/17
❑ Resolution
lv4 Date
II Ordinance
❑ Bid Award
Mtn Date
❑ Public Heating
Mg Date
• Other
ma Date
Mtn
Ilrltg Dote
Mtt Date
SPONSOR ❑ Council ❑ Mayor ❑ I rR • DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R Police s1 PIV
SPONSOR'S Council is being asked to approve the Lucity Asset Management software contract with
SUMMARY ongoing maintenance costs for the Water, Sewer, and Surface Water divisions. After
extensive research with six vendors, Lucity was chosen for ease of use and the capability to
expand the system across multiple departments in the future. This software will allow for
work order processing and preventative maintenance. Council is being asked to approve
the Lucity Asset Management Agreement for $132,800 with $12,000 ongoing annual costs.
REVIEWED BY ❑ COW Mtg. ❑ CA&P Cmte ❑ F&S Crate
❑ Utilities Crate ❑ Arts Comm. ❑ Parks Comm.
DATE: 09/ 26/17 COMM IIfl' P CHAIR: KATE
►1 Transportation
Crate
❑ Planning Comm.
KRULLER
RECOMMENDATIONS:
SPONSOR/ADMIN.
Comma
Public Works
-rim Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$132,800.00 + $12k/yr $177,000.00 $0.00
Fund Source: 401 WATER, 402 SEWER, & 412 SURFACE WATER FUNDS (PAGES 70, 86, & 109, 2017 CIP)
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
10/02/17
MTG. DATE
ATTACHMENTS
10/02/17
Informational Memorandum dated 09/22/17
Scoring Matrix
pages 70, 86, & 109, 2017 CIP
Lucity License and Service Agreement with Exhibits
Minutes from the Transportation & Infrastructure Committee meeting of 9/26/17
1
2
City of Tukwila
Allan Ekberg, Mayor
Public Works Deportment - Bob Giberson, Director
INFORMATIONAL MEMORANDUM
TO Transportation and Infrastructure Committee
FROM Joseph Todd, TIS Director & Bob Giberson, Public Works Directoi
BY: Tarni Eberle -Harris, Database Administrator
CC: Mayor Ekberg
DATE: September 22, 2017
SUBJECT: Asset Management System
Purchase for the Public Works Department
ISSUE
Purchase an Asset Management System for the Public Works Department.
BACKGROUND
Tracking assets throughout the City is currently a very manual process. Consistency and reporting is
difficult, and the maintenance and management tends to be reactive rather than proactive. Having the
ability to utilize an enterprise Asset Management System for the City would greatly improve effective
management of assets, include preventative maintenance tools, work order processing, and ensure
that mandated reporting is both efficient and consistent.
Public Works has budgeted for the research and implementation of an Asset Management System in
the 2017/2018 Budget. During 2017, Technology Information Services (TIS) teamed up with Public
Works to investigate available options. It was apparent that the management of assets was a
complex issue for many departments_ A team was formed that included representatives from Public
Works, TIS, GIS, Finance, Parks, Fire, and Planning.
ANALYSIS
A Request for Proposals (RFP) was published on May 17, 2017 and six vendors responded_ After
reviewing all of the RFPs, every vendor was given the opportunity to demonstrate their product for the
team. A scoring rubric and evaluation criteria included areas of Responsiveness/Completeness of
Proposal, Experience/Qualifications, Technical, Integrations, Functionality, Budget, and
Implementation. The top two contenders after the criteria was assessed were Lucity and City Works.
Subsequent to the demonstrations, the team went to City of Kirkland to see the Lucity system and the
City of Burien to take a closer look at City Works.
Lucity was unanimously selected as the Asset Management System that would best meet the needs
of the City. Team members agreed that Lucity was far superior in navigation and ease of use. The
system is capable of expanding to meet the City's requirements across departments and robust
enough to ensure long term stability. They have a mobile centric platform that is closely integrated
with our current GIS database. Additional information about Lucity can be found at:
httpI/www.lucity.com/Software/Enterprise-Asset-Management-Software
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Page 7
FISCAL IMPACT
The cost to implement Lucity is $132,800 with $60,000 as a one-time perpetual software licensing
purchase for unlimited number of users. The remaining cost of $72,800 includes project
management, installation, configuration, implementation, and training for both administrator and
production users.
The ongoing maintenance costs after implementation is 20% of the original licensing cost, or $12,000
which is renewable annually and subject to an increase not to exceed 2.5% per year,
The impact to the budget will be $132,800 in 2017, and $12,000 in 2018 and subsequent years. This
is far below the current budgeted allotment for an Asset Management System and would allow
remaining funds to be focused on supporting the advancement as needed (hardware, additional
integrations, build out of GIS layers, maintenance resources, report customizations). The budget
below is the remaining funds available as there is currently a GIS database contract with David Evans
that will continue through 2018. Each of the three enterprise funds will be charged equally at
$44,266,67 for the Lucity contract.
Lucity Asset Management
Water Fund, page 70
Sewer Fund, page 86
Surface Water Fund, page 109
Total
Contract
$ 132,800.00
$ 132.800.00
2017 Remaining Budget
$ 67, 000.00
50,000.00
60.000.00
$ 177 000.00
RECOMMENDATION
Council is being asked to approve the Lucity Asset Management contract for $132,800, with ongoing
maintenance costs, for Water, Sewer and Surface Water and consider this item on the Consent
Agenda at the October 2 Regular Meeting.
Attachments: Scoring Matrix
2017 CIP, pages 70, 86, & 109
License and Service Agreement with Exhibits
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4
Asset Managernent Software Solution
RFP Evaluation Sheet
City of Tukwila - Asset Management RFP Scoring Matrix
Scoring Totals by Vendor:
Lucity
Miller Spatial (Cityworks)
Timmons Group (CityWorks)
DTS - VueWorks
HiperWeb
MaintStar
Evaluation Crieteria based on:
91
66
75
60
68
65
RFP issued May 17, 2017
Asset Management Panel submitting scoring cards:
PW - Bob Giberson, Russel Betteridge, Mike Cusick, Ryan
Larson, Bryan Still, Jeff Heglund
GIS - Roman Linsao
TIS - Tami Eberle -Harris
5
Responsiveness/Completeness of Proposal
2
Experience/Qualifications
3
Technical
4
Integration
5
Functionality
6
Budget
7
Implementation
RFP issued May 17, 2017
Asset Management Panel submitting scoring cards:
PW - Bob Giberson, Russel Betteridge, Mike Cusick, Ryan
Larson, Bryan Still, Jeff Heglund
GIS - Roman Linsao
TIS - Tami Eberle -Harris
5
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2017 to 2022
PROJECT: GIS Inventory of Water System Project No. 91640104
The GIS (Geographic Information System ) will provide current as -built data for the Tukwila water system.
DESCRIPTION: The data base will include fire hydrants, valve locations, approximate water line locations, date of installation,
and material type.
The GIS mapping will provide information on the water system that Is easily addressable by City staff
JUSTIFICATION: and the public. With GIS data, the City wilt be able to develop an asset management plan to determine
the water assets needed to be upgraded or replaced.
STATUS: New project for 2017 - 2022 CIP. Combined Asset Management System scheduled for 2017.
MAINT. IMPACT: The survey will provide staff with -up -date information on the location of water line features.
COMMENT:
FINANCIAL Through Estimated
in $000's
2015 2016 2017
2018 2019 2020 2021 2022 BEYOND TOTAL
EXPENSES
Design
67
t 0C
100
100
100
100
567
Land (RJW)
0
Const. Mgmt.
0
Construction
0
TOTAL EXPENSES
0
0
67
100
100
100
100
100
0
567
FUND SOURCES
Awarded Grant
0
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
0
0
67
100
100
100
1r)0
100
r
567
TOTAL SOURCES
0
0
67
100
100
100
100
100
0
567
2017 - 2022 Capital Improvement Pmgram
6
70
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2017 to 2022
PROJECT: GIS Inventory of Sewer System Project No, 80540202
GIS (Geographic Information Systems) provides current as -built data For the sanitary sewer system in the Central
DESCRIPTION: Business District. This project will expand the as -built database for Tukwila's entire sewer system.
GIS mapping of the sewers will provide information that is easily addressable by City staff and the public. With the
JUSTIFICATION: GIS data, the City will be able to develop an asset management plan to determine the sewer assets that need to
be upgraded or replaced.
STATUS. In 2007, the Commercial Business District (CBD) was surveyed for GLS mapping. Full data collection should be
completed by 2019- Combined Asset Management System in 2017.
MAINT. IMPACT: The survey will provide staff with up-to-date information on the location of manholes for the sanitary sewers.
COMMENT:
FINANCIAL Through Estimated
in $000's
2015 2016 2017
2018
2019
2020
2021
2022
BEYOND TOTAL
EXPENSES
Design
105
50
167
100
50
500
97'
Land (RAN)
Const. Mgmt.
Construction
0
TOTAL EXPENSES
105
50
167
100
50
0
0
0
500
972
FUND SOURCES
Awarded Grant
0
Proposed Grant
0
Mitigation Actual
0
Mitigation Expected
0
Utility Revenue
105
50
167
100
SU
0
0
0
500
972
TOTAL SOURCES
105
50
167
100
50
0
0
0
500
972
Project Location:
Entire System
2017 - 2022 Capita! Improvement Program
86
7
CITY OF TUKWILA CAPITAL PROJECT SUMMARY
2017 to 2022
PROJECT: Surface Water GIS Inventory Project No. 84241201
80241201
The GIS (Geographic Information Systems) Inventory establishes citywide as -built drawings for the public
DESCRIPTION: drainage systems. This is an ongoing project as all CIF and development infrastructure improvements will
need to be mapped.
JUSTIFICATION: State NPDES requirements include provisions for permitted jurisdictions to compile accurate drainage
system maps for all outfalls 24" or greater.
STATUS: GIS mapping was completed citywide in 2013. Future contracts will keep maps up to date as projects
change the existing system. Combined Asset Management System scheduled for 2017.
MAINT. IMPACT: GIS information will allow maintenance to better track storm facility maintenance needs.
COMMENT: National Pollution Discharge Elimination System (NPDES). Department of Ecology grants for NPDES permit.
FINANCIAL Through Estimated
in $000's
2015 2016 2017
2018
2019
2020
2021
2022
BEYOND TOTAL
EXPENSES
Design
1.421
100
67
100
150
1,838
Land (R/W)
0
Const. Mgrnt.
0
Construction
0
TOTAL EXPENSES
1,421
100
67
100
0
150
0
0
0
1,838
FUND SOURCES
Awarded Grant
218
218
Proposed Grant
0
Mitigation Actual
100
100
Mitigation Expected
0
Utility Revenue
1,103
100
67
100
0
150
0
0
0
1,520
TOTAL SOURCES
1,421
100
67
100
0
150
0
0
0
1,838
Project Location:
Entire System
20/7 - 2022 Capita/ fmprovomeat Program
8
109
SOFTWARE LICENSE AND PROFESSIONAL SERVICES AGREEMENT
ARTICLES OF AGREEMENT
This Agreement between CITY OF TUKWILA, WA, as "CLIENT", and LUCITY, INC., as
"CONTRACTOR".
WITNESSETH:
Whereas, the CONTRACTOR (a Kansas Corporation with offices located at 10561 Barkley,
Suite 100, Overland Park, KS 66212) owns certain software programs that are licensed under
individual program titles which are known collectively as "Lucity" Software" and
Whereas, the CLIENT (located at 6200 Southcenter Blvd. Tukwila, WA 98188) would like to
use, and the CONTRACTOR would like to grant the CLIENT the right to use, those software
programs accessing databases residing at the CLIENT's site, while protecting the copyrights,
trade secrets, confidential information, and other valuable intellectual property they contain; and
Whereas, the CLIENT is authorized and empowered to contract with the CONTRACTOR to
provide professional services as hereinafter described; and
Whereas, the CONTRACTOR is registered in accordance with the laws of the State of Kansas,
and is qualified to provide the professional services desired by the CLIENT; now, therefore,
IT IS AGREE❑ THAT:
SECTION 1— SOFTWARE LICENSE
The CONTRACTOR agrees to furnish various Lucity software programs, and grant the CLIENT
a license to use these programs, in consideration of the mutual covenants and obligations
expressed in the LucityTM Software License Agreement attached as Exhibit "A' These
programs shall consist of the items listed in the Schedule of Software attached as Exhibit "B"
SECTION 11— SCOPE OF SERVICES
The basic Scope of Services for the supply, implementation, support and maintenance of a
COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM, herein referred to as
"PROJECT", is as follows:
1. The CONTRACTOR agrees to furnish and perform various professional services
related to on-going software technical support and maintenance items outlined in
the Software Support and Maintenance Provisions attached as Exhibit "C"
2, The CONTRACTOR agrees to furnish and perform various professional services
related to the items outlined in the Scope of Implementation Services attached as
Exhibit "D".
Page 1 of 5
9
SOFTWARE LICENSE AND PROFESSIONAL SERVICES AGREEMENT
Any items beyond the basic Scope of Services shall be considered as Additional Services. If
authorized in writing by CLIENT, CONTRACTOR shall furnish, or obtain from others, services
resulting from significant changes in the basic Scope of Services.
The cost to perform Additional Services shall be based on the rates outlined in the Schedule of
Costs and Invoicing attached as Exhibit "E"
SECTION III — RESPONSIBILITIES OF THE CLIENT
The CLIENT shall provide information and assistance as follows:
1. Assist CONTRACTOR by placing at their disposal all available Information
pertinent to the PROJECT including data, standards, specifications, processes,
workflows, and reports relative to the CONTRACTOR'S services.
2. Give prompt written notice to CONTRACTOR whenever CLIENT observes or
otherwise becomes aware of any development that affects the Scope or timing of
CONTRACTOR'S Services.
3. Bear all costs incident to compliance with the requirements of this Section III.
SECTION IV — SCHEDULE OF SERVICES
It is anticipated that the PROJECT as described in Section 11 will be completed and submitted to
the CLIENT in accordance with the estimated schedule for major work items as shown on
Exhibit "D°
The work items described shall be carried out as expeditiously as possible. The
CONTRACTOR shall not be liable to the CLIENT, if delayed in, or prevented from performing
the work as specified herein through any cause beyond the control of the CONTRACTOR, and
not caused by his own fault or negligence including acts of nature or the public enemy,
inclement weather conditions, acts, regulations, or decisions of the Government or regulatory
authorities after the effective date of this Agreement, fires, floods, epidemics, strikes,
jurisdictional disputes, lockouts, and freight embargoes.
SECTION V — FEES AND PAYMENTS
The CLIENT shall compensate the CONTRACTOR for the Scope of Services as described in
Section 11 of this Agreement in an amount not exceeding the total cost as shown on Exhibit "E"
The maximum compensation shall not be exceeded without further authorization of Additional
Services.
Labor costs, costs associated with subcontract work, bonding costs, and direct expenses such
as shipping, printing, telephone and commercial computer software are included in the
maximum compensation,
Page 2 til 5
10
SOFTWARE LICENSE AND .PROFESSIONAL SERVICES AGREEMENT
Payment to the CONTRACTOR shall be made in accordance with the estimated schedule of
billings for work items as shown on Exhibit °E" Invoices shall be due and payable to the
CONTRACTOR within thirty (30) days of each biking.
Once this Agreement expires, or final payment has been requested and made, the
CONTRACTOR shall have no more than thirty (30) days to present or file claims against the
CLIENT concerning this Agreement. After that period, the CLIENT shall consider the
CONTRACTOR to have waived any right to claims against the CLIENT concerning this
Agreement.
The Fees and Payment provisions for the PROJECT, applicable to the Lucity software program
licenses, provided in this Section V, supersede the License Fee payment provisions provided in
Section 6(a) of Exhibit "A"
SECTION VI — OTHER GOVERNMENTIPUBLICLY FUNDED AGENCIES
If mutually agreeable to all parties, the issuance of any resulting contractfpurchase order
referencing these specifications and modified by mutual agreement between all parties may be
extended to other government or publicly funded agencies, It shall be understood that all terms
and conditions as specified herein shall apply.
SECTION VIi — TERMINATION
A. The obligation to provide further services under this Agreement may be terminated by
either party upon seven (7) days' written notice in the event of substantial failure by the
other party to perform in accordance with the terms hereof through no fault of the
terminating party,
B. In the event of termination by the CLIENT, the CONTRACTOR shall be paid for all
services rendered up to and including the date of termination.
C. In the event that the CLIENT, tor any reason, decides not to proceed with the PROJECT,
this Agreement shall then be considered terminated; the CONTRACTOR shall be
entitled to payment as described herein for all services provided under this Agreement.
in such event, the CLIENT shall promptly notify the CONTRACTOR in writing of its
decision not to proceed with the PROJECT so that the CONTRACTOR can reassign his
personnel and revise work schedules as may be required.
The Termination provisions for the PROJECT provided in this Section VII are applicable to the
Scope of Services as described in Section II of this Agreement. The Term and Termination
provisions provided in Section 12 of Exhibit "A°' are applicable to the LucityTM software program
licenses.
SECTION VIII — INDEMNIFICATION
The CONTRACTOR shall defend, indemnify and hold harmless the CLIENT, its officers,
officials, employees and volunteers, from any and all liability, Toss or damage the CLIENT may
suffer arising out of this Agreement.
Pago 3 of 5
11
SOFTWARE LICENSE AND PROFESSIONAL SERVICES AGREEMENT
The Indemnification provisions for the PROJECT provided in this Section VIII are applicable to
the Scope of Services referenced in Section II. The Limitations of Liability provisions provided
in Section 11 of Exhibit "K are applicable to the Lacify1M software program licenses.
SECTION IX — GENERAL CONSIDERATIONS
And, finally it is agreed that: '
A. All services shall be under the direction of qualified personnel.
B. The Scope of Services covered by this Agreement shall be subject to modification and
supplementation upon the written agreement of the duly authorized representatives of
the contracting parties. Modification of the terms of this Agreement may be made that
would modify the maximum fees stated in the Agreement when mutually agreed by and
between the CONTRACTOR and the CLIENT, and shall be incorporated in written
amendments to this Agreement. The CONTRACTOR shall have no obligation to
perform services in connection with a change in the Scope of Services unless the cost
thereof shall be agreed to under this paragraph.
C. The CONTRACTOR reserves the right to renegotiate this Agreement if this agreement is
not signed by the CLIENT within ninety (90) days after submittal.
D. The following Exhibits are attached to and made a part of this Agreement
Exhibit "A" - LucifyTM Software License Agreement
Exhibit ''B° - Schedule of Software
Exhibit "C" - Software Support and Maintenance Provisions
Exhibit "D" - Scope of Implementation Services
Exhibit "E" - Schedule of Costs and Invoicing
Exhibit "F" - Constant Connection Program
E. This Agreement shall be governed by and construed in accordance with the laws of the
State of Washington. In the event any suit, arbitration, or other proceeding is instituted
to enforce any term of this Agreement, the parties specifically understand and agree that
venue shall be properly laid in King County, Washington, The prevailing party in any
such action shall be entitled to its attorney's fees and costs of suit.
F. The CONTRACTOR shall not assign or subcontract any portion of the services
contemplated by this Agreement without the written consent of the CLIENT.
G. This Agreement, together with attachments or addenda, represents the entire and
integrated Agreement between the CLIENT and the CONTRACTOR and supersedes all
prior negotiations, representations, or agreements written or oral. No amendment or
modification of this Agreement shall be of any force or effect unless it is in writing and
signed by the parties.
H. If any term, condition or provision of this Agreement is declared void or unenforceable or
limited in its application or effect, such event shall not affect any other provisions hereof
and all other provisions shall remain fully enforceable. The provisions of this Agreement,
which by their sense and context are reasonably intended to survive the completion,
expiration or cancellation of this Agreement, shall survive termination of this Agreement.
Page 4 of 5
12
SOFTWARE LICENSE AND PROFESSIONAL SERVICES AGREEMENT
IN WITNESS WHEREOF, the CLIENT and CONTRACTOR, by their authorized representatives,
have hereunto subscribed their names this day of _ , 2017.
Executed in duplicate with copies to the CLIENT and CONTRACTOR..
LUCITY, INC.
CITY OF TUKWILA, WA
By: ' ` By:
Jam -s C. Graham, P.E.
Title: Vice President & Chief Operating Officer Title:
Attest: / Attest:
By.
Title ;5/
By:
Title:
Page 5 of 5
13
14
EXWiBIT i4A'r
LttcityTM Software License Agreement
IMPORTANT —READ CAREFULLY BEFORE INSTALLATION
This software is subject to aeeeptance of the iareily ' Software License
Agreement. Lucity. Inc, (Lucity) is willing to license this software to you
only upon the condition that you accept all or the leans end conditions
contained in the i.ucrrytM Soitware License Agreement and any stated Special
Provisions.
Tots AGREEMENT ("Agreement") is between Lucity, Ina, a Kansas
uolperetion with its principal ptaoe of business at 10561 Barkley, Suite 100.
Overland Park, KS 66212 ("Lucity'), and Licensee with its software
programs accessing databases residing al Licensed Site.
RECITALS
irlrlteereee, Lucity owns certain software programs that are licensed wader
individual product tides which arc known collectively as "LrivinrM
software":
Weeeeee, Licensee would like to use, and Lucily would like to grant
Licensee the right to use. those software products, white protecting the
copyrights. trade secrets, confidential information, and other valuable
intellectual property they contain.
Now, Ti1L•REPoRE, Lucity and Licensee agree as follows!
I. DEFINITIONS.
"Progrnm(.$)" means the object ctdc versions of the computer software
products, dotabases, and related documentation.
"Users" rneuns (1) the specified number of persons permitted to ecccss ell
Programs (i c Named Users), (Ii) the specified tnrueimum number of persons
permitted to access d Progrmn (i.e. Scats). or (iii) the Specified number of
computer hardware devices permitted to provide acccrss to a Program (Le.
Installs).
"Clients" means the timber of individual database setups that car be
accessed by a Program.
"Licensed Site" means the location at which thc Licensee will he permitted lo
store the datnbases used by the Program(s),
"Effective Dare" means the date of receipt or Licensee's purchase order citing
this Alreerncnt.
2. LICENSE GRANT.
(a) License. Subject 10 the terns and ctanditions or dais Agreement, Lucily
grants Licensee o foe -bearing nonexclusive license to use the object code
versions of the Probrant(s) for its internal purposes during the Icon of this
Agreement: provided, howovcr, that (i) the number of Users of each Program
ehall not exceed the permitted number or persons or devices fer each such
Program, (ii) the number of individual dalahase setups that can be accessed
by each Program shall not exceed the number or Clients for cacti such
Program, and (til) the Location re which the databases accessed by the
1 rogram(s) reside shall be the Licenser! Silo designated herein.
(b) Coning. Licensee may make only as many copies of each Program as
are necessary for Licenser to utilize the total Users for each such Program.
(c) Future Licenses. Lucky and Licensee may, by mutual atgreotncrtt, include
future licenses of the Program(5) under this Agreement by cxchenging
documents (ie., o purchase order from Licensee and acknowledgment from
Lucity) referencing this Agreement and the Program(s) to be licensed. Such
future Proernm(s) shall be. included as Program(s) under this Agreement. The
parties agree that such purchase orders and acknowledgments shall have no
effeei en the terns and conditions of this Agreement, under which such
Prograltt(s) arc licensed
Idl J.imated Gran( Except as expressly provided in this Section 2, Lucity
grunts and Licensee receives no rsghl, title or interest in or to the Proeranss or
:try other deliverables provided by Lucity in connection with this Agreement
and Lucity reserves and reutins nil such right, title, and interest,
(c) Dom' sstei Recovery earl.TJJ,00g The Licensee is permitted to install the
Programs nl its Internal disaster recovery site and to More copies of the
databases used by the Programs for Ilse purposes of testing its disaster
recovery plan. The Licensee is also permitted to install the Programs in a
testing environment at its Licensed See and to store copies of the databases
used by the Programs for the purposes of testing future releases and training
05515.
3, LICENSE RESTRICTIONS.
(a) No Reverse Enoinecrinrt. Licensee agrees mol to disassemble, decolnpilc,
reverse analyze. or reverse engineer the Program(s).
(b) No Modifgetiolt. Licensee agrees not to modify the Programs) without
the wrineri consent of Lucity,
(c) No Conving Licensee agrees not 10 copy the Program(s), in whole Of in
part, except for a reasonable number of back-up copies and copies for disaster
recovery end testing purposes, and as may be necessary to utilize the 10141
Users for a given Program,
(d) No Third Pere. Use. Licensee will nut use the Programs) in any manner
to provide computer services to third parties.
(e) Ttltinin4. Licensee will not use the Prograrn(s) until its personnel have
received sufficient training in the configuration and use or the Prograni(s) to
generate aceemlc data front the operation or the Program(s).
4. PROPRIETARY RICIITS.
(a) 1;}aty;$ Property_ The Progrern(s), in whole and in part and all copies
thereof, are and will remain the sole and exclusive property of Lucity.
(b) Licensee's_ Property. Any and all information provided by Licensee, as
well as any end all information generated by Licensee's arse of the Programs
(specifically excluding Program code), shall remain the sole and exclusive
property of Licensee.
(e) Proprietary Notices. Licensee will not delete or alter any copyright,
lredclnark, and other proprietary rights notices of Lucity and its licensors
appearing en the Program(s), Licensee agrees to reproduce such notices on all
copies it makes of the Program(s).
5. 1}ELtVERV.
Lucity will deliver license codes for the Pr❑grarn(s), which provide for
downloading or installation components by Licensee, to Licensee within a
reasonable time or execution of this Agreement by both parties.
6. FEES An] TAXES,
(a) j,icense.Fec — Named Products Liecesin ,. M consideration for the rights
granted to Licensee under the Agreement set forth in Section 2 of this
Agreement, Licensee shall remit payment la Lucity the License Fee within
thirty (30) days of the delivery of lit:ense codes for the Program(s). Late
payments will be subject to n We fee of one and one-half percent (I -V2%)
per month or the maximum rule permitted by applicable law. whichever is
less. Lucity may publish revised fee schedules from time to lime, and any
tees for future licenses for the Programs) included under this Agreement
shall be determined by Lunily's then -current fee schedule.
(b)AnnualNamed IJsers Litenstp¢. As consideration for the rights
granted to Licensee under the Agreement set forth in Section 2 of this
Agreement, Licensee shall remit poyrnent to Lucity (1) the appropriate Annual
Fee within thirty (30) days of the Effective Date, and (ii) the appropriate
Annual Fee within thirty (30) days of anniversary of the Effective Date for
each renewal period. Late payments will be subject to a late fee of one and
one-half percent (1-1/2%) per month or the maximum rote permitted by
applicable law, whichever is less. lenity may publish revised fee schedules
from lime 10 time, and any fees for renewal periods 1"❑r the Pro1ram(s)
included under this Agreement shall be determined by Lucity's then-curtuni
fee schedule.
(c) Taeet Fees due under this Agreement do net include any taxes.
Licensee will be responsible far, and will promptly pay, all taxes of whatever
nature (including but not limited to sales and use taxes) resulting from or
otherwise assaciatcd with this Agreement or Licensee's receipt 01 use of the
Prograrn(s), except income taxes based on Lucity's income. In lieu of
payment of such iaxes, Licensee shake provide Lucity with proof of Licensee's
tae exempt stales.
7, WertnANTtES.
(e) Warranty Lucity warrants Ihral during twelve (12) mlanths foiiowing the
delivery ofthe license codas for the Prograrn(s):
(i) the Program(s) will he cepable of performing in the manner described
in all the documentation in all material respects; and
(ii) the installation components attic Program(s) will be true from defects
in materials and workmanship.
(b) bxelesive Remedy, Ie the event that the Programs) ar installation
components fail to confnrm In such warranty, as Licensee's sole and exclusive
remedy for such failure Lucity will. al its option and without charge to
Licensee, repair or replace the Program(s) or installation ointments nr
refund to Licensee the License Pec paid. provided that the nonconforming
item is returned to Lucity within the 12.month warranty period.
(c) Disclaimer, The Warranties provided in this Section are in lieu of all
other warranties, express and implied, including but not limited to any
implied warranties of Merchantability, and Fitness for a Pnrliculur Purpose
S. INDEMNITY.
(a) Duly to indemnify end Defend.
(i) Lucity will defend or settle at Lucity's own expense, any action or
other proceeding brought against Licensee to the extent that itis based on
a claim that the use or thc Program(s) as licensed in this Agreerrtent
infringes any U.S. copyright or Ilial the Program(s) incorporates any
misappropriated trade secrets.
(ii) Lucily will pay any and all costs, damages. and expenses (including
but not limited to reasonable attorneys' fees) Licensee becomes obligated
to pay in any such action or proceeding attributable to any such claim
(iii) Lucity will have no obligation under this Section as to any action,
proceeding, or claim unless: (A) Lucity i5 notified of it promptly, 03)
Page 1 of 2
15
EXIII BI 1 "A"
Ludtjir t Software License Agreement
Lucity has primary control or its defense and settlement; end (C) Licensee
provides Lucity with reasonable assistance in its del"ense and settlement.
(b) )niunclions. If Licensee's use of any Program(s) under the terms or this
Agrecmen1 is, or in Lucity's opinion is likely to be, enjoined due to the type
or infringement or misappropriation specified in Section g(axi), then Lucity
may, at its sole option and expense, either_
(i) procure for Licensee the right to continue using such Program(s) under
the seams or this Agreement:
(ii) replace or modify such Pro ,ram(s) so /hat it Is noninfringing and
substantially equivalent in function to the enjoined Program(s)', or
(ui) if options (i) and (ii) above cannot be accomplished despite the
reasonable efforts of Lucity, Then Lucity may both.
(Al terminale License& rights and Lueity's nbligaiions under this
Agreement with respect to such Program(s): and
(13) refund to Licensee the unamonized portion or the License Fee paid
based upon a 5 year straight-line depreciation, such depreciation to be
deemed to have commenced an the effective date of this Agreement
(e) Exclusive Remedy. The foregoing are Lucity's sole and exclusive
obligations, end Licensee's sole and exclusive remedies. with respect to
infringement or misappropriation of inicllaclual property rights, Lucity
makes no separate warriinty of nont`nfrinyemcnt tinder or in Connection with
this agreement.
(d) Exception . Lucity will have na obligations under this Section 8 with
respect to infringement er misappropriation arising from: (i) modifications to
the Prcrgrarn(s) that were not made by Lucily (whether or not authorized by
Lucity); (ii) Prograin(s) speoifications or modifications requested by
Licensee; or (iii) the use of Program($) with products (including but not
limited W soitware) not provided by Lucily.
9. CoNFiDENTIAL INF0R11AT1UN.
(a) Definition. "Confrdentirti ltrfnrrrrarion" refers to: (i) tile. Program(s),
including but not limited to their software source code, and any related
documentation or technical or design information related to the Progralm(s);
(ii) the business or technical information of Lucity, including but not limited
lo any information relating to Lucily's product plans, designs, costs, prnducl
prices and names, finances, marketing plans, business opportunities,
personnel, research. development or know.how; (iii) any information
reasonably and appropriately designated by Lucity as "confidential" or
"proprietary" or which, under the circumstances taken os a whole, would
reasonably be deemed io be confidential under applicable law: and (iv) the
terms and conditions and existence of this Agreement.
(b) "Confldenlial information" will not include information Mae
(i) is in or enters the public domain withQLll Licensee's breach of this
Agreement;
(ii) Licensee receives from a third party without restriction en disclosure
and without breach ofa nondisclosure obhgnlion; are
(iii) Licensee party devWWOps independently, which it can prove with clear
and convieeing wrjtien evidence.
(c) Cptt.6dcrttialhv Obligations. Licensee agrees to take all measures
reasonably required in order to maintain the confidonliality or all Confdcntial
Information tit its possession er control, which will in no event be less than
the measures Licensee uses to maintain the confidentiality of its own
information or equal importance.
(d) Pmnlo\ec Confrdcntinlite Procedures_ Licensee agrees to inform its
employees of their confidentiality obligations regarding the Progtttm(s) and
other Lucily Confidential Information, Licensee further agrees to ensure that
contract employees (including temporary employees) of Licensee agree tO
confidentiality obligations similar to those of this Agreement.
(e) Complimnus with Luw. Lucity acknowledges the Licensee will comply
with all laws regarding the release and disclosure of inrowellon, including
but not limited to, the Pub�slic Records Act (Chapter 42.56 RCW),
10. MAINZ'ErNANCEANDSUPPORT,
(a) t X!! Products Licanaku . Lucity and Licensee may. by mutted
agreement. include the maintenance and support services described in the
soltwnre's online help for the Program(s) under this Agreement by
exchanging documents (i.u., a purchase order frons Licensee and
acknowlcdement from Lucity) referencing this Agreement and the
Pregrain(s) to be included tinder such services. /lie parties agree that such
purchase orders and ncknowledemenls shall have no effect on the fenns and
conditions or this Agreement, under which such Progrnm(s) are licensed.
Maintenance and support services are provided at a rate end for a term ns
mutually determined by Lucily and Lice,isee for the scope of services to be
provided by Lucity for the Program(s) t0 be included under such services.
(b) }clamed Users Licensing. The Annual Fee for the Program(s) included
under Ibis Agreement includes the rnainlenunce and support services
described 'in the software's online help,
16
11. LlrstiTATtoNSOF+LIAIitLITY.
Licensee acknowledges that input and/or edits of data by Means ether than the
Lucity standard Program(s) interface may result in loss or data, and/or
improper operation of the Program(s). The Licensee agrees that in nc event
will Lucity be limbic to Licensee under this Agreement for costs necessary 10
diagnose, recover data and/or restore proper operation of the Program(s)
resulting limn improper operation orIltcProentints)..
Il, Tenet AND TERMINATION,
(a) Term — Named_Prodncts Licensing Except as expressly provided in this
Section 12, this Agreement will continue in full force and effect perpetually,
(b) Tera — Named Users Licensing. Except as expressly provided in this
Section 12, this Agreement will conlinue in full forte and effect for one
(year) From she Ei3eciivc Dale of this Agreement, with automatic renewal for
subsequent one (1) year periods.
(c) Termination. Either party will have the right r0 4en1,intim this Agreement
if other breaches any material term at condition of this Agreement and fails to
cure such breach within thirty (30) days of wi igen notice,
(d) Ell e t ofTrrminailon—.Natnedlxstldal Lleen5lri If this Agreement is
terminuted, Licensee will immediately return to Lucity. or Lucity's
designated representative, or (at Laity's request) destroy all copies of the
Prograrn(s) in its possession or control, and an officer of Licensee will certify
to Lucity in writing that it has cleric so.
le) Effeeeell .1w.-tjeins r I.i ci i If this Agreement is
terminated, license codes for the Program(s) included under this Agreement
will expire and the Program(s) included under this Agreement will be
effectively disabled.
(f) Survival_ The provisions of Sections 4 (Proprietary Rights), 6(b) (Taxes),
7(b) and (c) (Warranties Exclusive Remedy and Disclaimer). 8(c) and (d)
(Infringement Exclusive Remedy and Exceptions), 9 (Confidential.
Information), and 11 (Limitations of Liability) will survive termination of this
Agreement for any reason,
(f) Nonexclusive Remedy. The cxereise by Lucity army remedies under this
Agreement will be without prejudice to its other remedies under this
Agreement or otherwise.
13, GENFRAr.PrtoVtmloNS.
(a) ,Radii Militia Licensee agrees to allow Lucily, al Lucity's sole expense,
upon reasonable written notice, and during Licensee's ordinary business
hours. to visit the facilities In which l.icensec uses the Program(5) and review
Licensee's practices with regard to the Progromts)•
(b) Assignment This Agreement will bind and inure le the benefit of each
party's successors and assigns, provided that either party may not assign this
Agreement, in whole or in part, without written consent of both parties.
(c) Modification . This Agreement may only be modified, or any rights
under it waived, by a Written document executed by both ponies.
(d) Con(littine Terni Purchase calors or similar documents relating io the
Progrnm(s) issued by Licensee will have no errect on the fenns of this
Agreement.
(c) Notice. All notices under Ibis Agreement will be deemed given when
delivered personally or upon receipt of by U.S. certified mail, return reaeipl
requested, to the address shown below or es may otherwise be stratified by
either party to the other in accordance with this Section
(F) cvgrmibiIi1v. If any provision of this Agreement is found illegal or
unenforceable, it will be en named to the maximum extent permissible, and the
legality and cnfarceabitily of the other provisions of this Agreement will not
be affected.
(g) Weaver, No failure of either party to exercise or enforce any at its rights
under this Agreement will act as a waiver of such rights.
(h) Entier.ment. This Agreement is the complete and exclusive
agreement between the patties with respect to the subject smatter hereof,
superseding and replacing any and all prior agrcemenlS, camtrtunreations, and
understandings (both written and oral) regarding such subject matter. No
purchase orders, acknowledgments. invoices, or other documents exchanged
in the ordinary course of business shall modify or odd 10 the terms and
conditions of this Agreement.
(1) Choice or LOW. This Agreement wall be governed by and construed in
nccordnnee with the laws or the state in which Licensee is located.
Ctpyrigl5 0 2013 GerairY, lrrc, ,Ul riahir aeserwd
Page 2 oft
EXHIBIT "B"
Schedule of Software
For the Project Lucity agrees to furnish licenses of the various LueityTM software programs listed in the
table below, and grant the CLIENT such licenses to use these programs for the fees as indicated, in
consideration of the mutual covenants and obligations expressed in the LucityTM Software License
Agreement provided as Exhibit "A".
Software
LucityAMWM Products
Licensing
Annual Fees
Quantity;
Basis
unit
Extended
Work
1
Site
5 60,000,00
5 60,000.00
Assets
Mobile
GIS Desktop
GIS Web
Citizen Portal
REST APIs
TOTAL
$ 60,OOO.00
Notes
• The applicable licensing model is "Named Products".
• The total amount of license fees is a one-time cost for a perpetual licensing term.
• Cost for the Constant Connection Program for technical support and software maintenance is
additi onal.
• A "Site" license provides for unlimited number of total users,
• Prices are in U.S dollars. Taxes (if applicable) are not included.
Page of 1
17
18
1G+ XIIHBIT "C"
Software Support and Maintenance Provisions
For the various LuciryTM software programs listed in Exhibit "B", Lucity agrees to furnish to the Licensee
resources and perform various professional services related to on-going software technical support and
maintenance as outlined in this Exhibit "C".
Constant Connection Program Resources and Services
On-going, software technical support and maintenance resources and services provided through the Lucity
Constant Connection Program are summarized in the following attachment titled "LucityAM Technical
Support and Software Maintenance".
Constant Connection Program Fees and Renewal
Named Products Licensing. The fee basis for "Year 1" of the Lucity Constant Connection Program is
twenty percent (20%) of the total non -discounted software license fees for covered products. For the
software programs listed in Exhibit "8", Year 1 will be for the period of twelve (12) months following
software delivery.
Access to Lucity Constant Connection Program resources and services in subsequent years is renewable
annually for the software programs by mutual agreement and is subject to an inflationary increase not to
exceed two and one-half percent (2.5%) each year.
Constant Connection Program Levels of Services
Our goals are to provide customers immediate response during regular Help Desk hours (Monday —
Friday, 7:00 am -7:00 pm CST), and resolve issues as soon as possible. An outline of our
categorization/prioritization of support issues and formal response/resolution commitments follows.
• Critical Issues
Customer is unable to use a LucityAM application, or system component has a failure
such that normal work operation is significantly impacted (e.g., users cannot open Work
Orders)
- Response time to acknowledge issue and begin working on corrective action within two
(2) business hours
- Commitment to continue working on problem until resolution, or an acceptable
temporary fix (i.e., patch) is deployed
• Standard Issues
- Issue exists with an application but majority of functions are still usable and some
reasonable circumvention or work -around is possible to provide service, or failing
function or work -around does not significantly impact normal work operation
Response time to acknowledge issue no more than four (4) business hours
Provide resolution with next upgrade release (new versions, service packs or patches),
and not more than ninety (90) business days (unless otherwise agreed between customer
and Lucity)
• Minor issues
- Issue does not affect an application's function (e.g., text of message or report is poorly
worded or misspelled)
- Response time to acknowledge issue no more than eight (8) business hours
- Provide resolution with next two upgrades, and not more than one -hundred and eighty
(180) business days (unless otherwise agreed between customer and Lucity)
LucityAM Version Support Policy
Details about version support policy can be found here —
Int )s://lucit .zende k.com/hc/en-uslarticles1202489370-Version-Su
0 I
ort -Details.
Page 1 of 1
19
20
EXHIBIT "D"
Scope of Implementation Services
IMPLEMENTATION WORK PLAN
We are proposing implementation of the LucityAM'M products for the City's Asset Management
Software Solution (AMS) for the identified distinct "functional Groups" as indicated below,
ll
1`r it 7, •
Work
Work order management
Maintenance schedules
Invento life cle management
Assets
Asset -related data
Field inspections
Condition assessments
Asset criticality
Replacement'Iannin: and reortin_
GIS Web
GIS inte ration
Mobile
Mobile access
ICESTAPIs
Other inte: rations
D.1 PROJECT PLANNING & MANAGEMENT
(ILA PROJECT INITIATION
An Initiation Meeting will take place as soon as possible after issuance of the Notice to Proceed to
introduce key Project Team members and initiate project activities. An outline of the expected agenda
for the Initiation Meeting follows.
• Project Team
— Review roles, responsibilities, and personnel assignments
— Identify primary contacts and exchange contact information
• Software
— Verify licensing details (products and users)
• Project Plan
— Set dates for IT Audit, Installation, and Kickoff tasks -- our recommendation is for the IT
Audit to be completed as soon as possible, and Installation to be completed prior to
Kickoff
• Action Items
— Deliver "Welcome to the Lucity Family" information packet
Participants in the Initiation Meeting should include the following Project Team members:
• Lucity • City
— Project Manager — Project Manager
— Relationship Manager = System Administrator
— IT Specialist — Project Sponsor
D.1.B IT AUDIT
A meeting will take place as soon as possible after Initiation for us to provide guidance to the City's IT
SME (Subject Matter Expert} pertaining to LucityAM enterprise architecture and security designs. An
outline of the agenda for the IT Audit Meeting follows.
Page 1
21
Water Distribution
Water
E. ui ■ rnent
Sewer Collection
Sewer
E•uiprnent
Surface Water
Storm
E`ui•ment
Streets & Traffic
Streets
Bridges
R i k hts-of-Way
Signs
signals
Street tights
Partes
Parks
Trees
D.1 PROJECT PLANNING & MANAGEMENT
(ILA PROJECT INITIATION
An Initiation Meeting will take place as soon as possible after issuance of the Notice to Proceed to
introduce key Project Team members and initiate project activities. An outline of the expected agenda
for the Initiation Meeting follows.
• Project Team
— Review roles, responsibilities, and personnel assignments
— Identify primary contacts and exchange contact information
• Software
— Verify licensing details (products and users)
• Project Plan
— Set dates for IT Audit, Installation, and Kickoff tasks -- our recommendation is for the IT
Audit to be completed as soon as possible, and Installation to be completed prior to
Kickoff
• Action Items
— Deliver "Welcome to the Lucity Family" information packet
Participants in the Initiation Meeting should include the following Project Team members:
• Lucity • City
— Project Manager — Project Manager
— Relationship Manager = System Administrator
— IT Specialist — Project Sponsor
D.1.B IT AUDIT
A meeting will take place as soon as possible after Initiation for us to provide guidance to the City's IT
SME (Subject Matter Expert} pertaining to LucityAM enterprise architecture and security designs. An
outline of the agenda for the IT Audit Meeting follows.
Page 1
21
• Software
- Review "Hardware and Software Recommendations", "System Design and Tuning", and
"IT Questionnaire" documents -Questionnaire to be completed by the City
• The City will provide needed hardware and supporting software, and confirm
basic operation of hardware prior to installation of LucityAM
■ System Design and Tuning document is intended to provide understanding of
LucityAM as it pertains to the City's enterprise infrastructure and security
policies, and the expected maximum number of concurrent users
■ IT Questionnaire serves to gather information regarding the City's resources,
preparedness, and capabilities for installing and managing LucltyAM and
leveraging GIS integration
- Discuss the Installation task and related activities, and identify needed actions prior to
LucityAM installation
• Access
- Discuss providing Implementation Lead remote access (VPN) into installed LucityAM to
facilitate completion of implementation tasks
Project Plan
- Confirm dates for Installation and Kickoff tasks
■ Action Items
- Complete IT Questionnaire
- Provide LucityAM install design and system architecture diagram, and executed VPN
access forms (if required)
Participants in the IT Audit Meeting will include the following Project Team members:
• Lu city • City
-
IT Specialist - Project Manager
- System Administrator
- SME- IT
D.1.0 PROGRESS
An outline of the project management activities expected throughout the project follows.
■ Meetings & Workshops
- Convene bi-weekly Project Progress meetings to review Project Plan completion status
- Provide agendas and "Trip Report" documents
• Project Plan
- Provide updates as needed based on approved revisions to scope and/or schedule
▪ Invoicing
- Prepare billing summaries, and submit invoices to the Client for approval and payment
processing
Participants in the project management activities should include:
• Lucity ■ City
- Project Manager - Project Manager
- Project Administrator
22
ID.2 INSTALLATION & KICKOFF
D.2.A SOFTWARE INSTALLATION
The Implementation Specialist will assist the System Administrator with downloading the LucityAM
Installation Components (current version with latest service pack) from the Lucity Support Center web
site, and following instructions provided in the Install Manual,
Our assumption is the System Administrator will complete related Installation activities, including:
▪ Establishing multiple environments for testing/training, production, and backup/recovery
• Using User Import tool in Lucity Security to import users into LucityAM, and associate users to
Windows Login accounts
• Using Lucity Security to set controls for user access and assign group/role permissions for
various LucityAM functions
• Performing system -level testing (to ensure satisfactory performance) and performance tuning
actions (if necessary)
D.2.B PROJECT KICKOFF
A Kickoff Meeting will be held to transfer knowledge between Project Team members, gather
information, and set the stage for subsequent tasks. An outline of the expected Kickoff Meeting
activities follows.
• LucityAM Software Demonstration
- Present functional overview — typical user workflows for inspections, work orders, etc.
and "out of the box" capabilities including reporting (standard templates and ad hoc),
GIS integration, and data interfaces
— Review default "Work Flow Setup" data, Ul templates (dashboards and data
forms/views), and default user groups/roles
• Functional Groups
- Identify each distinct Functional Group's place (Department, Division, etc.) within the
organizational structure of the City
Confirm with each Group Administrator those persons assigned to serve as Group SMEs
for AMS configuration
- Examine current basic business processes of each Group with associated data, reporting,
and integration requirements
- Review with each Group their Work Flow Setup spreadsheet with default data —
spreadsheet to be completed by the City
• GIS and IT
— Discuss completed Installation task and related activities, and identify needed actions
prior to initiation of Configuration — GIS
• Access
— Verify Implementation Lead has access into installed LucityAM
• Project Plan
Confirm Project Team and Functional Groups
Discuss what is expected of Project Team members throughout project
— Review schedule, and discuss how LucityAM will "go -live"
23
- Identify any needed revisions to Project Plan based on knowledge gained from the
Kickoff Meeting sessions
— Set date for Configuration — Discovery
• Action Items
Complete Work Flow Setup spreadsheets —these spreadsheets are used to record data
required to define Categories, Problems, Causes, Tasks, and Resources (Employees,
Crews, Equipment, Materials, Fluids, Contractors) for Functional Groups with LucityAM
Work—Work Administrator
Participants in the Kickoff Meeting should include the following Project Team members:
• Lucity • City
— Project Manager — Project Manager
— Relationship Manager — System Administrator
Project Coordinator — Functional Group Administrators
— SMEs —GIS and IT
— Project Sponsor
D.3 CONFIGURATION
D.3.A DISCOVERY
A Discovery Workshop will be completed — this workshop will consist of a series of sessions that focus
an refining the default LucityAM configuration to support the specific operational needs of the
Functional Groups. An outline of the expected Discovery Workshop activities follows.
• Functional Groups
Examine details (what, who, how, and why) of business processes of each Group, and
identify potential revisions to improve results and best leverage capabilities of LucityAM
- Review with each Group their completed Work Flow Setup spreadsheet, and identify
any additional data revisions for initial LucityAM configuration
— Identify revisions to dashboards, data forms/views, and default user groups/roles for
each Group
— Discuss available data from sources other than GIS to be incorporated (i.e, 'loaded')
into LucityAM — data to be gathered by the City
- Identify any supplemental reporting and/or integration needs to be addressed with
LucityAM implementation
• GIS
— Discuss use of LucityAM Administration tool — Map Setup to define neaps, and assign to
user groups/roles
IT
— Download and install LucityAM Mobile and configure for use with Lucity Mobile Server
• Project Plan
— Identify any needed revisions to Project Plan based on knowledge gained from
Discovery activities
— Set date for Configuration — Functional Groups task
• Action Items
— Apply initial configuration to installed LucityAM based on revised Work Flow Setup data
and revised user dashboards, data forms/views, maps, and groups/roles
24
— Deliver data from sources other than GIS to implementation Lead for evaluation
— Evaluate options for supplemental reporting and/or integration, and identify next steps
Participants in the Configuration —Discovery Workshop should include:
• Lucity • City
— Project Manager — Project Manager
— Implementation Lead — System Administrator
- Functional Group Administrators
— SMEs — GIS and IT
0.3.11 FUNCTIONAL GROUPS
Finalizing the LucityAM configuration will be an iterative process. The Implementation Lead will first
meet with each Functional Group to review the initial configuration, and identify needed refinements.
With subsequent refinements, additional meetings will be convened to review the latest LucityAM
configuration — which will include GIS integration, loaded data, custom reporting (if required), and
custom integration (if required) as these become available. The process will continue until the LucityAM
operational needs of the Groups are met.
Participants in the Configuration — Functional Group Meetings task should include:
• Lucity • City
Implementation Lead — System Administrator
— Implementation Specialist — Functional Group Administrators
SMEs — Groups
Custom Reports
Although we expect the LucityAM reporting capabilities (standard templates and ad hoc) will meet most
of the City's needs, some supplemental custom reports will likely be desired%required. The number and
nature of such custom reports will be defined from the Configuration activities.
Custom reports can be designed, developed, and incorporated into LucityAM by the City or a third -party.
Alternatively, we can deliver custom report templates (using Crystal Reports). For this work plan, we are
assuming any assistance requested by the City for custom reports will be provided through negotiated
additional services.
D.3.0 GIS INTEGRATION
The Implementation Specialist will work with the System Administrator and GIS SME to configure and
test the bi-directional LucityAM/GIS integration. Configuration of this integration involves the following
activities:
• GIS to LucityAM Integration
— Use LucityAM Administration tool to create geodatabase connection string to serve as
primary link between ArcMap and LucityAM
— Use Geodatabase Configuration tool in ArcCatalog to link feature classes to LucityAM
- Use Lucity Editor ArcMap extension to load attributes of linked feature classes into
LucityAM database tables
• LucityAM to GIS Integration
25
- Use ArcServer to publish map services containing linked feature classes with Feature
Access capabilities enabled (i.e. feature services) — feature services to serve as primary
link between LucityAM and geodatabase
Use Administration tool to add feature services to geodatabase connection string
• Lucity GIS Web to LucityAM integration also applicable to integration of Collector for ArcGIS
(and any other third -party mapping application) to Lucity AM
— Use Geodatabase Configuration tool to set up "GIS Task" to check feature services at
scheduled time interval, and push any updates to LucityAM
• Lucity Spatial Generator Configuration
- Use Administration tool to enable the Lucity Spatial Indexer process, and set maximum
number of days to process spatial history of information related to work order and
service request locations (addresses, coordinates) and related assets
- Use Administration tool to set up URL for Geocoding Service for processing locations
- Use Administration tool to set up Edit Map Service URL for processing assets
•
GIS Map Setup
- Use Administration tool to create maps (by layering rnap services) for LucityAM GIS Web
and LucityAM Mobile
- Use Map Setup In Administration tool to assign maps to user groups/roles
• Show in Mop Tool Configuration
Use Show in Map Configuration tool in ArcCatalog to define settings for launching maps
from LucityAM (Desktop, Web, and Mobile Uls)
GIS data available at the time of the Configuration — GIS task efforts will be loaded into LucityAM, and
necessary training will be provided to the City to load additional GIS data that may become available
later.
In addition to GIS data for the City's Public Works Department (including Water, Sewer, Surface Water
and Transportation), we also expect to utilize the City's GIS Addressing as the single source for
addressing information.
D.4 DATA LOADING
As mentioned in Task D.3.C, loading of data from the City's GIS will be completed as part of the AMS
configuration effort. Data from spreadsheets can be loaded into the AMS using the Lucity "Import &
Update" tool (inherent with the LucityAM software). We expect to load data for the City's Public Works
employees and their applicable rates into Lucity in conjunction with other related Workflow Setup (WFS)
data (i.e. Problem Codes, Work Tasks, Materials),
The Import & Update tool is used for loading data into LucityAM from ODBC, OLE, ASCII -delimited text,
and XML sources. The Implementation Lead works with and trains the City's System Administrator to
establish appropriate data mapping between source spreadsheets and individual LucityAM tables, and
complete the import processes.
D.5 INTEGRATION
The following 3rd party applications have been identified for integration with the AMS_
• Granite XP (CCTV)
• SeeClickFix (Citizen Service Requests)
• Eden (Timesheets)
26
• Single Source Addressing — linking address points layer to customer address module and develop
synch
The Impart & Update tool will also be used for loading data from Granite XP. The Implementation Lead
works with and trains the City's System Administrator to establish appropriate data mapping between
Granite XP and individual LucityAM tables, complete an initial import process for testing, and save the
configured "Import" for future use by the City.
Lucity has worked with SeeClickFix to deliver LucityAM integration to our mutual clients. Lucity will
provide developer level support related to the Lucity REST API for this purpose and the Lucity
Implementation Specialist will coordinate as needed with SeeClickFix in regards to the needed Problem
Codes to be shared between both applications. The City will also contact SeeFixClick regarding this
integration, as this scope does not include any costs related to efforts from SeeClickFix.
The City has also expressed interest in having a Lucity Timesheet export utility developed for the
purpose of importing this data into Tyler (Eden). Lucity will provide a utility that will allow for the ability
to select a payroll period within Lucity and export all employees with approved time within that pay
period. This export utility will include: Employee Code, Work Order Number (if applicable), End Date,
Units and Hour Type. This utility will export to a CSV file and will be run/managed by one dedicated
Lucity user. The City will also contact Tyler (Eden) regarding this integration, as this scope does not
include any costs related to efforts from Tyler (Eden).
D.6 TRAINING
We will provide a Training Plan detailing session descriptions and durations, methods and materials for
each Functional Group, and the overall schedule. An outline of the expected Training activities follows.
D.6.A ADMINISTRATION
❖ Installation and Maintenance
• Review available software documentation
• Review technical support and software maintenance services and resources provided
through Lucity Constant Connection Program
•:• Security
• Complete procedures as outlined in Lucity Security for adding new users, and defining user
group and individual permissions for LucityAM access and use
4• Configuration
• Use tools, parameters and settings available with LucityAM products to refine AMS
configuration
' Documents
• Complete procedures for establishing links between LucityAM records and externally
managed electronic documents
• Add custom content to on-line Help via hyperlinks to externally managed information
❖ Integration
• Use LucityAM products for completing processes for configuring and refining the GIS
integration
•. Reporting
• Add custom reports
•. Data Import/Export
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• Import data using LucityAM Import & Update tool, and export data using LucityAM reporting
capabilities
The goal of the Training — Administration task is for the System Administrator to be reasonably self-
sufficient in refining, expanding and sustaining the implemented LucityAM.
D.6.B PRODUCTION
Following is a limited list of items that will be addressed during Production Training sessions.
General
• Dashboard: Using assigned "Home" pages with personalized real-time LucityAM content
• Filter: Creating queries to produce specific record sets
• Locate: Quickly finding a specific record within the current "Filter"
• Show in Map: Opening assigned GIS maps and zooming to assets and locations (customer
addresses, work sites, etc.)
• Document Control: Linking electronic documents (images, videos, as -built drawings, O&M
manuals, Web site links, etc.) to records
• Subset Manager: Loading filtered data from one application into other applications
• Browse: Creating and exporting ad-hoc reports
• Reports: Using assigned report templates
• Help: Using the on-line, context -sensitive Help
•`• Work Management
• Receiving/creating, routing and completing service requests, and work orders in response to
service requests
■ Establishing work order templates for recurring activities and PM schedules
• Creating, assigning, routing and completing work orders from templates and PM schedules
• Performing in-house and external billing of work order costs
• Viewing linked electronic documents
• Using GIS to locate customers and work locations
• Producing operational, management and regulatory reports
Asset Management
■ Collecting and maintaining asset attributes
• Establishing appropriate relationships between assets
• Assessing the condition, and tracking the operating status, of assets
• interpreting asset lifecycle costs
+ Viewing linked electronic documents
• Using GiS to locate assets and display condition assessment data
• Validating and transferring data from external systems (e.g. CCTV)
• Producing operational, management and regulatory reports
The goal of the Training— Production task is for users being enabled with the knowledge, skills and
confidence to follow proper business processes and successfully complete their specific operational
workflows with LucityAM.
Production Training sessions are typically no more than four (4) hours in duration, and should be limited
to a maximum of 10 users. Remote time for Production Training may include web conferencing sessions
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for specialized topics (e.g. GIS), and recorded webinars for broader topics of interest to a large number
of users.
D.7 SCHEDULE
A completion schedule we consider reasonable for the proposed Work Plan for the City's AMS is
outlined below.
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Project Management
Project Initiation
Month 1
Progress
Duration
Installation & Kickoff
Software Installation
Month 1
Project Kickoff
Configuration
Discovery
Month 2
Functional Groups
Months 3-5
GIS Integration
Data Loading
Integration
Training
Administration
Months 6-8
Production
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D.8 EFFORT & COSTS
A summary of effort and costs for the proposed Work Plan is provided as Exhibit D.1.
EXHIBIT D.1 — Implementation Work Plan Effort & Costs
WorkPlanTask
Effort
Cost
On-site
Remote
Total
-Labor _
Expenses
Total
Trips
Hours
Haurs_.Houts_._-
Project Planning & Management
0
0
78
78
$ 11,700.00
$ -
$ 11,700.00
Project Initiation
0
01
2
2
$ 300.00
$ -
$ 300.00
IT Audit
0
0
4
4
$ 600.00
$ -
$ 600.00
Progress
0
0
72
72
$ 10,800.00
$ -
$ 10,800.00
Installation & Kickoff
1
16
4
20
$ 4,200.00
$ 1,250.00
$ 5,450.00
Software Installation
0
0
4
4
_$ 600.00
$ -
$ 600.00
Project Kickoff
1
16
0
16
$ 3,600.00
$ 1,250.00
$ 4,850.00
Configuration
4
64
116
180
$ 26,500.00
$ 5,000.00
$ 31,500.00
Discovery
1
16
8
24
$ 4,000.00
$ 1,250.00
$ 5,250.00_
Functional Groups
3
48
48
96
$ 15,000.00
$ 3,750.00
$ 18,750.00
GIS integration
0
0
50
50
$ 7,500.00
$ -
$ - 7,500.00
Data Loading
0
0
16
16
$ 2,000.00
$ -
$ 2,000.00
Integration
0
0
32
32
$ 4,400,00
_
$ -
$ 4,400.00
Granite xP (CCTV)
0
0
8
8
$ 1,000.99
$
$ 1,000.00
SeeCiickFix (Citizen Requests)
0
0
8
8
$ 1,000.00
$ -
$ 1,000.00
Eden (Timesheet Export)
0
0
16
16
$ 2,400.00
$ -
$ 2,400.00
Training
3
48
40
as
$ 14,000.00
$ 3,750.00
$ 17,750.00
Administration
0
0
16
16
$ 2,000.00
$ -
$ 2,000.00
Production
3
48
24
72
$ 12,000.00
$ 3,750.00
$ 15,750.00
TOTALS
8
128
2Ria
414
$ 52,800.00
$ 10,000.00
$ 72,800.00
Costs are based on the following.
Lucky Project Team Member
1 - - Labor
Expenses (per person)
Project Manager
On-site: $225.00/hr
Remote: S150.00/hr
$550.00/on-site trip
$350.00/on-site day
IT Specialist
Implementation Lead/Specialist
On-site: $187.50/hr
Remote: $125.00/hr
30
EXHIBIT "E"
Schedule of Costs and Invoicing
The following table summarizes costs and invoicing for the software licenses and services to be provided
by Lucity to the CLIENT for the Project.
Access to Lucity Constant Connection Program resources and services in subsequent years is renewable
annually for the software programs by mutual agreement and is subject to an inflationary increase not to
exceed two and one-half percent (2.5%) each year.
Prices are in U.S dollars. Taxes (if applicable) are not included.
Page 1 of 1
31
Total
Invoicing
Software License Fees
(reference Exhibit "B')
$30,000.00
Fifty percent (50%) invoiced
upon contract execution
$15,000.00
Twenty-five percent (25%)
invoiced upon completion of
Task D.3 — Configuration
$15,000.00
Twenty-five percent (25%)
invoiced upon completion of
Task 116 — Training
Services Costs
(reference Exhibit "D")
$72,800.00
Invoiced monthly based on
project progress (i.e. %
completion of each task)
Constant Connection Program Fees
(reference Exhibit "C")
$0.00
No fees invoiced for Year 1
(twelve (12) month software
warranty period)
TOTAL— PROJECT COSTS
$132,800.90
I
Constant Connection Program Fees - Renewals
$12,000.00
Vear 2 fee invoiced sixty (60)
days prior to Year 1 expiration
date
TOTAL — RECURRING COSTS
$12,000.00 Al
Access to Lucity Constant Connection Program resources and services in subsequent years is renewable
annually for the software programs by mutual agreement and is subject to an inflationary increase not to
exceed two and one-half percent (2.5%) each year.
Prices are in U.S dollars. Taxes (if applicable) are not included.
Page 1 of 1
31
32
lucity
EXHIBIT_
Constant Connection Program
LucityAM Technical Support and Software Maintenance
Following is an outline of the provisions for LucityAM technical support and software maintenance with
the Lucity Constant Connection Program.
HELP DESK
• Staffed by Lucity Support Specialists from 7:00 am — 7:00 pm CST, Monday — Friday
— Accessible via toll-free telephone (800-492-2468) and email (support@lucitvcom)
- Response goals are immediate for issues received during regular Help Desk hours, and
as soon as possible next business day for issues received after hours
Support Specialists remotely connect with clients, troubleshoot issues, and assist with
system maintenance via Webex
• Lucity Support Center
— Portal for 24/7 submittal of support issues, and tracking of resolution status
— Lucity 9Iog posts
- Lucity Community user forum
UPGRADES
• LucityAM version (i.e. major) releases are provided semi-annually (in February and August), with
1-2 service pack (i.e. minor) releases provided for each version
• LucityAM Mobile products (Android and iOS) are released on independent schedules, with
several versions provided throughout the year
• Lucity Listens web site for clients to submit LucityAM software enhancement requests, vote on
other submittals, and track development status
DOCUMENTATION
• Provided through the software itself (via LucityAM Install Media and on-line Help) and the Lucity
Support Center
— Policies
■ Data Collection, Data Recovery, FAQs on Lucity Support Center Use, Levels of
Service for Lucity Support, Version Support Details
— Downloads
• Data Dictionary, Technical Specifications
Release Documents
• Install Media, Release Notes, Checklists (Pre- and Post -upgrade), Install Manual
— Knowledge Base
• Guides (various Administration, General User, and Training)
Help Guides
■ System, Products, Tools, Security, Services
— Videos
• Product functions and features
Page 1
33
lucity
Constant Connection Program
LucityAM Technical Support and Software Maintenance
EVENTS
• Lucity Annual Conference & Training (ACT)
— Each fall at locations across the U5
— includes pre -conference training workshops, conference breakout training sessions,
customer success stories, group discussions, Lucity presentations and more
+ Lucity Regional User Group (RUG) meetings
— Each spring at locations across the US (hosted by Lucity clients)
— Single -day gatherings that typically include customer success stories and Lucity
presentations (including in-depth reviews of most recent LucityAM releases)
• Lucity "Univercity" training workshops
— Specialized topics
Page 2
34
City of Tukwila
City Council Transportation & Infrastructure Committee
TRANSPORTATION & INFRASTRUCTURE COMMITTEE
Meeting Minutes
September 26, 2017-530 p.m. — Foster Conference Room, 6300 Building
Councilmembers: Kate Kruller, Chair; Joe Duffie, De'Sean Quinn
Staff: Bob Giberson, Robin Tischmak, Pat Brodin, Gail Labanara, Ryan Larson, Peter Lau,
Tauri Eberle -Harris
Guest: Jerry Thornton, resident, Water District 125 Commissioner
CALL TO ORDER: Chair Kruller called the meeting to order at 5:30 p.m.
I. PRESENTATIONS
II. BUSINESS AGENDA
A.
Software Purchase & Maintenance Agreement: Public Works Asset Management System
Staff is seeking Council approval to purchase software licensing, implementation and training, and
ongoing maintenance costs for an Asset Management System that will serve the Water, Sewer, and
Surface Water divisions. Lucity Asset Management was chosen over six vendors that responded for
an advertised Request for Proposals. Lucity was far superior and has the ability to expand the asset
management software modules across multiple City departments in the future. The new software
will also assist with public records requests and is able to integrate with Tukwila Works. Total contract
is $132,800 with $6o,000 for licensing, $72,800 for implementation, and $12,000 for annual
maintenance costs in subsequent years. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 2,
2017 REGULAR CONSENT AGENDA.
B. Consultant Supplemental Agreement No. -4: TUC Pedestrian/Bicycle Bridge
Staff is seeking Committee approval to approve Supplement Agreement No. 3 for $214,689 with
AKANA to continue construction management services for the Tukwila Urban Center
Pedestrian/Bicycle Bridge currently under construction. The bridge completion has been delayed
from August 8, 2017 to the new scheduled completion of November 22, 2017. The delay is due to a
dispute between the contractor, SB Structures, and the steel bridge manufacturer. The City has put
SB Structures on notice for liquidated damages for $198,490.12 to recoup some of the additional
construction management costs. Funding will come from the existing 15% contingency.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 2, 2017 REGULAR MEETING UNDER NEW
BUSINESS.
C. Project Update: card Avenue South (5 1.17th St — 5 144th St)
Staff updated the Committee on the 53rd Ave S residential street project. The project is currently at
9o% design and there are only two remaining properties, out of 15, that right-of-way is needed. The
two remaining properties are a private resident and the Tukwila School District, which owns four
parcels. Negotiations are ongoing, but staff may have to condemn the properties. The 9o% cost
estimate is $7.5 million and the current budget is $6m, with the 103 Residential Street fund having a
$1.2 million shortfall. Additional funding will be sought from the State Transportation Improvement
Board and November is usually a favorable month to advertise for construction bids.
INFORMATION ONLY.
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