HomeMy WebLinkAboutCartegraph User Agreement - 2016EXHIBIT "A"
Purchase Agreement
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class technology solutions.This Purchase Agreement is made and entered into between City of Auburn (hereinafter referred to as "Customer" orLicensee" and Cartegraph Systems, Inc. (hereinafter referred to as "Cartegraph").This Purchase Agreement isintendedtosupplement, clarify, and amend the Master Agreement previously executed between Cartegraph andCustomer. In the case that any terms or conditions provided in the Master agreement differ from, are provided in moredetailby, or are made irrelevant by the terms and conditions provided in this Purchase Agreement, the terms in thisPurchaseAgreementshallcontrol. For all terms and conditions not addressed by this Purchase Agreement, the MasterAgreement,#MA156 dated October 27, 2015 shall control.
Customer Bill To: Customer Ship To:Ashley Riggs SameCityofAuburn
25 West Main Street
Auburn, WA 98002
253-288-3149
Investment Summary
Cartegraph's proposed fees for this project are included in the summary below.
Date: March 10, 2016 Purchase Agreement March 31, 2016 Purchase #PA242ExpirationDate: Agreement
No.:
IPurchase Type Qty. J Unit Price Total Price
YEAR 1
DATA SERVICES
Data Collection Services I Fixed Fee Service 1 1 1 $62,500.00 $62,500.00TOTALCOST
62,500.00
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Payment Terms and Conditions
In consideration for the Services and Products provided by Cartegraph to Customer, Customer agrees to payCartegraphSoftwareCostsandProfessionalServiceFeesinU.S. Dollars as described below:
1. Delivery: Software Products shall be licensed upon acceptance of this Purchase Agreement. If applicable, Services
will be scheduled and delivered upon your acceptance of this Purchase Agreement, which will be considered as your
notification to proceed.
2. Services Scheduling: Customer agrees to work with Cartegraph to schedule Services in a timely manner. All
undelivered Services shall expire 365 days from the signing of this Purchase Agreement.
3. Data Services Invoicing: Invoicing for the Data Services fee shall occur upon the execution of the PurchaseAgreementandshallbeinvoicedasfollows:
a. Installment 1 due upon commencement of pavement and/or street level mapping services-20% of
pavement and/or street level mapping services, $18,100.00.
b. Installment 2 due upon field completion of pavement and/or street level mapping services-35%ofpavement/street level mapping services $19,425.00.
c. Installment 3 due upon completion of AQ/QC Process for Collected Data -35% of pavement/streetlevelmappingservices, $19,425.00.
d. Installment 4 due upon final delivery of data - 10% pavement and/or street level mapping services,5,550.00.
4. Expenses: In providing the services included in this Purchase Agreement, Cartegraph shall be reimbursed for anyreasonableout-of-pocket costs.
5. Payment Terms: All payments are due Net 30 days from date of invoice.
BY EXECUTING THIS PURCHASE AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS
REVIEWED THE TERMS, CONDITIONS, FEES AND CHARGES PROVIDED HEREIN AND IN THE
MASTER AGREEMENT, AS WELL AS ANY OTHER EXHIBITS TO THE MASTER AGREEMENT,
AND CUSTOMER AGREES TO BE LEGALLY BOUND BY EACH SUCH AGREEMENT.
Cartegraph System. City of Au rn
By By / `_U 13Signature) S. nature)
Randy L. Skemo 044/.1, zf,-,g c_/Cys
Type or print name)Type or print name)
Title Executive Vice President/CRO Title r/110,e_
Date y—ZQ/‘ Date APR - 42016
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Cartegraph Systems, Inc.
Addendum C - Data Services (Fee for Service)
The Fee for Service Data Services as listed in the Investment Summary of the Purchase Agreement are specificCartegraphserviceswhichwillbedeliveredtotheCustomerbasedonthedescriptionsbelowandanydescriptions thatmaybefoundinthePurchaseAgreement's Exhibits. Cartegraph will coordinate with the Customer on service deliveryexpectationsandtimeframes. This is an addendum to Customer's Master Agreement#MA156.
Cartegraph Data Collection Services — Scope of Work
Cartegraph Data Collection Services include the following:
Project Initiation, Planning, and Management ($7,000)
Project Orientation
The Cartegraph project manager will schedule a remote project orientation meeting with the customer project team. Duringthismeetingtheentireprojectteamwillreviewtheproposedprojectworkplan, including scope of work, budget, schedule,and deliverables. The meeting will include:
Introduction of the project team and their respective responsibilities
Review the scope of work
Review the work plan and schedule including milestone dates for data review, delivery, and acceptanceReviewtheproposedQualityManagementPlan (QMP) and expectations
Information Exchange - (gathering history, background, levels of service measures, decision makingframework, and review/discuss all available information and data)
Identification of the Customer's best practices on pavement/asset management. This component willprovideanunderstandingofprojectsuccessforboththeCustomerandCartegraphteam.
Follow up documentation summarizing discussions and decisions. This may include meeting minutes,final work plan deliverables, and mutually agreed upon adjustments to scope and delivery timelines.
Quality Management Plan (QMP)
We strongly believe that partnering with our customers is the most effective approach to ensure the highest quality andassuranceofdata. In this regard, the QMP plan will lay out all the quality management responsibilities for this assignmentsothereiscompleteunderstandingofourworkplan.
Key Items include:
Survey Procedures methodology and survey manual specifications
QA/QC Program - field calibration, data validation, and acceptance
System/ Program/ Engineering - IT, program and engineering requirements
Data Management data transfer and delivery protocol
Regular Progress Updates
These monthly or bi-weekly updates will summarize and provide a status of the project progress. The progress updatesmayincludethefollowing:
Survey Schedule and percentage (%) complete of the project
Details of validation surveys completed during recent week including upcoming field schedules
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Major issues faced on field operation, and accidents or incidents that occurred, health and safety issues
and traffic management and remedial measures taken to resolve these issues
Quality control and assurance practices
Data validation / control / acceptance measures
Executive Summary Report
N The executive summary report will include a brief overview of the project activities, statistical outputs and achievements,
delivery results, and any future recommendations for distributing to wider audience such as senior management or the
general public.
Pavement Management Program (PMP) Pavement Condition Assessment ($55,500)
Pavement Surface Distress
1) Pavement inspection technicians will identify all required pavement distress data utilizing Cartegraph's pavement
inspection guidelines, the US Department of Transportation's Federal Highway Administration (FHWA)distress ratingmanualFHWA-RD-03-031, as well as, the American Society for Testing and Materials; ASTM Standard D 6433 -11.
The evaluation of the pavement surface distress is always based on two components:
Severity is defined as 'How bad is the defect?' in terms of the measurement or degree of wear associated
with the condition.
Extent refers to quantity/percentage or 'How much?' of the pavement sample area is affected by aparticulardistress.
The identification of pavement surface distresses to calculate the pavement condition may include:Asphalt Concrete(AC) Rating System Portland Cement Concrete(PCC) Rating System
Distress Description Extent Criterion Severity
Criterion Distress Description Extent Criterion Severity Criterion
Patching(AC) Area % Condition Patching Slab Count Condition
Corrugation &Shoving Area% Roughness Scaling Slab Count Surface PeelingWeathering&Raveling Area% Appearance Polished Aggregate %/Slab Count Appearance
Flushing&Bleeding Area % Appearance Blow up/Buckling %/Slab Count Profile Deviation"
Deformation&
Area % Profile Comer/DurabilityDistortionsDeviation" Cracking Slab Count Crack Width"
Progressive Edge Length Width ' Coarse Aggregate °
oCrackingLoss Slab Count Pocked Areas
Alligator Cracking Area % Crack Width "Popouts Slab Count Width"/Depth"
Potholes(AC) Count/Area Width"/Depth" Joint Sealant Loss Joints/Sample Exposed Sealant%
Map(Block)Cracking Area % Crack Width "Linear Cracking Crack/Sample Crack Width"
Longitudinal Cracking Crack length ' Crack Width "Punchouts Slab Count Crack Width"
Transverse Cracks Crack length ' Crack Width"Joint/Corner Spelling Joints/Sample Crack Progress"
Wheel Track Rutting Area % Rut Depth" Joint
Joints/Sample Displacement"Faulting/Stepping
Field Verification — Roadway Network
Additional information that is collected and verified during the pavement condition survey includes, length of the section,
roadway surface type, number of travel lanes, and one way or divided roadways). A short report highlighting the collecteddataelementsfromthefieldsurveywillbeprovidedtotheagencyteamfortheirreview. Upon authorization and validationbytheagency, any corrected and/or updated values will be inserted into the final roadway network database.
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Pavement Roughness Profile Survey
Pavement smoothness is a key factor in determining roadway user satisfaction. To adequately represent drivers'opinionsofroadwayconditions, Cartegraph uses a laser road profiling device to measure roughness or ride quality.
Cartegraph's laser roadway profiling device meets the Class 1 ASTM E 950-98 designation for measuring the longitudinalprofileoftraveledsurfaces. The results of our Class 1 laser precision profilers produce what is called an InternationalRoughnessIndex (IRI). Since its introduction in 1986, IRI has become the road roughness index most commonly usedworldwideforevaluatingandmanagingroadsystemsandisrequiredfordataprovidedtotheUnitedStatesDepartment ofTransportation's Federal Highway Administration (FHWA).
Pavement Management Program (PMP) Optimization & Deployment
PMP - Pavement Condition Data Load
All required pavement condition data will be loaded into the PMP by the Cartegraph team. Upon receiving theprogramdatafromCartegraph, the customer must review all condition data supplied and issue a 'DataAcceptanceCertificate' in less than 30 calendar days provided no discrepancy or issue is found with the supplieddata.
PMP Overall Condition Index (OCI) Analysis
The condition of a road is based on the data collected by our automated collection vehicle and pavementinspectionteam. The Overall Condition Index (OCI) is derived from a combination of the Pavement ConditionDistressIndex (PCI/DI) (per ASTM D6433) and Ride Index (RI/ International Roughness Index per ASTM E950)collected field data. Under this task, the Cartegraph team will calculate the Overall Condition Index (001), RideIndex (RI)and Pavement Condition/Distress Index (PCI/Dl)for each roadway section in the pavement database.
Review gaps in Cartegraph OMS Pavement data
In order to take full advantage of the pavement management system's functionality, and in order for customer staff to haveconfidenceinthesystem-generated results and recommendations, it is imperative that the program contains the mostcomplete, accurate, and up-to-date network data available.
Cartegraph will conduct a full review of the data available within the pavement management system and providerecommendationsfornecessarychanges.
Cartegraph's review may include the following:
Basic inventory information, (i.e. Functional Classification, Length, Width, Area, Surface Type, etc.)
Prediction Groups and Minimum Condition Groups
Historical condition information, if any
Status of survey history, if any
Construction and maintenance history
Review of maintenance and rehabilitation treatments, unit costs, and protocols
PMP Program Optimizing - Work Planning
Cartegraph will assist customer staff in generating a work plan within the PMP software by utilizing the basic inventorydatacombinedwithinspectioninformation, maintenance policies, and future maintenance predictions regarding theconditionofthepavement.
The work planning optimizing exercise will help to determine:
Which streets should I fix?
When should I fix them?
What treatments should I apply?
How much will it cost?
PMP Transportation Asset Management Report
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Cartegraph's project team will provide a pavement management program technical report to include:
Network Summary Statistics — Summary of roadway network by functional class
Condition (Present Status) — listing of every roadway section, latest performance (OCI/PCI), &inspection date.
Quality Management Plan (QMP)
Performance Prediction & Needs Analysis
Future performance of each pavement section tested will be analyzed to determine annual pavement
performance and potential service needs over X-year periods. The needs analysis answers thequestions:
o Which streets should I fix?
o When should I fix them?
o What treatments should I apply?
o How much will it cost?
Performance Budget Scenarios
Multiple funding scenarios may be performed to answer"what-if'questions. To determine how much funding isneeded, the agencies pavement management system priority programming tools will be utilized to generate
alternative pavement work plan programs for various budget stream scenarios. Our team will perform up to four4) budget scenario runs based on input from the Customer. Typical funding scenarios include:
o Existing (current) funding levels
o Do Nothing (No Funding)
o Funding levels required to maintain/ increase/decrease the OCI/PCI over time
o Funding levels to maintain (or decrease) backlog over time
Overall Scope Assumptions
Includes one time mobilization to the City of Auburn, WA
Up to 316 miles of data capture at street level of publically accessible maintained roadways.
Customer must provide GIS street centerline identifying the roads network to be inventoried.
If pavement widths are not available, a default value will be determined during project orientationmeeting(s).
Capture interval 10 meter
Customer Responsibility
For the duration of the project, the customer will be responsible for the following:
Appoint a project manager/coordinator to be responsible for all aspects of the project.
Review scope of work
Ensure all scheduled meetings are attended by invited staff.
Approve Project Status Reports
Authorize project work
Accept agreed upon deliverables defined in the scope of work
Consult and partner with the Cartegraph Project Manager on a continuing basis
Provide leadership on all issues related to the customer, such as policy, organization, staff, technicalarchitecture, data, and current systems.
Monitor progress of the project, including the review of Cartegraph regular status reports and managinginternalresources.
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Exclusions
The following service items are not included in the scope of this project:
Any service items discussed during demonstrations, conference calls, or other events are not included inthescopeofthisprojectunlessspecificallylistedherein.
Customer Responsibilities
Customer accepts responsibility for all aspects of project planning, management, and execution not specifically identifiedastheresponsibilityofCartegraphintheMasterAgreementorinthisPurchaseAgreement. Ongoing management of theday-to-day allocation of Customer resources and management of Customer project tasks is the responsibility ofCustomer. Customer will provide overall guidance and direction for the project and will direct the project accordingly.Further, and with regard to the Cartegraph obligations listed in this Purchase Agreement, Customer understands that it isvitaltothesuccessoftheprojectthatCustomerprovidesassistanceinthefollowingmatters:
1. For those services listed under Data Services, Cartegraph personnel will conduct information gathering andevaluationsessionswithvariousCustomerusersandmanagement. While Cartegraph respects the time and workloadofCustomerstaff, dedicated time on the part of the appropriate Customer resources is necessary to complete theseexercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and systemse.g., security clearance). Customer is required to supervise the installation process while systems are accessible toCartegraph. All hardware and software, for both Personal Computers and servers, is expected to be available,installed, and operating as specified in Cartegraph's System Requirements documentation such that delivery andexecutionofCartegraphDataServiceswillnotbeimpeded.
3. Customer understands that the successful performance of Data Services depends upon Customer fulfilling itsresponsibilities. The Project assumes that Customer will provide all personnel required to achieve a successfulimplementation.
4. Customer shall install and network its own hardware and communications and ensure these tasks will not affect thetimingordeliveryofCartegraphservices.
5. Customer will provide Internet access and IT staff support as required. For those services that are web-based,Cartegraph utilizes WebEx Meeting (or similar) technology.
Customer shall ensure that their workstation platform and database meet Cartegraph system requirements asspecifiedintheCartegraphSystemRequirementsdocumentation. Cartegraph Software will be supported within newversionsoftheseworkstationplatformsanddatabaseswithinareasonableperiodoftimefromtheirreleasefromtheirmanufacturer. Cartegraph will discontinue support of its Software within older versions of these workstation platformsanddatabasesastheirsupportisdiscontinuedbytheirmanufacturers.
6. Customer agrees to work with Cartegraph to schedule Data Services in a timely manner. All undelivered DataServicesshallexpire365daysfromtheexecutionofthisPurchaseAgreement. Upon expiration of services, theprojectmaybecancelledatCartegraph's discretion.
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Not-to-Exceed Proposal
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from Customer. In theeventitbecomesapparenttoCartegraphthatadditionalserviceeffortswillbeneededduetoanychangesinthescopeofthisPurchaseAgreement, Cartegraph will notify Customer prior to exceeding the approved efforts and obtain writtenapprovalifadditionalSoftwareorservicesarerequired.
BY EXECUTING THIS PURCHASE AGREEMENT, CUSTOMER ACKNOWLEDGES THAT IT HAS REVIEWED THETERMS, CONDITIONS, FEES AND CHARGES PROVIDED HEREIN AND IN THE MASTER AGREEMENT, AS WELLASANYOTHEREXHIBITSTOTHEMASTERAGREEMENT, AND CUSTOMER AGREES TO BE LEGALLY BOUND BYEACHSUCHAGREEMENT.
Cartegraph Syst s City of Aub
By j\f(coiLBy 0,actoSignature) 1! re)
Randy L. Skemp AU4 A/6_/ :-S i'
Type or print name)Type or print name)
Title Executive Vice President/CRO Title 9''l4/0/e
Date 4"- ----7-c:// . Date APR - 4 2016
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