2022-27 Rincon GIS Professional ServicesMEMORANDUM, Qa�tra
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DATE: October 25, 2022 - - - -- - - --
TO: Jon McMillen, City Manager
FROM: Doug Kinley, Management Analyst
RE: RINCON CONSULTANTS, INC. - GEOGRAPHIC INFORMATION SYSTEMS (GIS) PROFESSIONAL SERVICES
FY 2022/23 - 2026/27
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
Approved by City Council on October 18, 2022 1 Business Session Item No. 3
QCity Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
ElDepartment Director's or Manager's signing authority provided under the City's
Purchasing Policy [Resolution No. 2019-021] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
E] Bid 7 RFP F-1 RFQ F-1 3 written informal bids
QSole Source F-1 Select Source 1-1 Cooperative Procurement
Reauestina department shall check and attach the items below as auurouriate:
✓Q 502-0000-71049: $100,00 1502- 0000-60301: $185,000
Agreement payment will be charged to Account No.:
Jr L Agreement term: Start Date November 1, 2022 End Date June 30, 2027
Amount of Agreement, Amendment, Change Order, etc.: $
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
J-L Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Laurie McGinley Date: 10/25/2022
Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the "Form 700 Disclosure for Consultants" guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
El
Business License No. Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
AGREEMENT FOR CONTRACT SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (the "Agreement") is made
and entered into by and between the CITY OF LA QUINTA, ("City"), a California
municipal corporation, and Rincon Consultants, Inc., a California Corporation
("Contracting Party"). The parties hereto agree as follows:
1. SERVICES OF CONTRACTING PARTY.
1.1 Scope of Services. In compliance with all terms and conditions of
this Agreement, Contracting Party shall provide those services related to
Geographic Information System (GIS) Technical Support Services, as specified
in the "Scope of Services" attached hereto as "Exhibit A" and incorporated
herein by this reference (the "Services"). Contracting Party represents and
warrants that Contracting Party is a provider of first-class work and/or services
and Contracting Party is experienced in performing the Services contemplated
herein and, in light of such status and experience, Contracting Party covenants
that it shall follow industry standards in performing the Services required
hereunder, and that all materials, if any, will be of good quality, fit for the
purpose intended. For purposes of this Agreement, the phrase "industry
standards" shall mean those standards of practice recognized by one or more
first-class firms performing similar services under similar circumstances.
1.2 Compliance with Law. All Services rendered hereunder shall be
provided in accordance with all ordinances, resolutions, statutes, rules,
regulations, and laws of the City and any Federal, State, or local governmental
agency of competent jurisdiction.
1.3 Wage and Hour Compliance, Contracting Party shall comply with
applicable Federal, State, and local wage and hour laws.
1.4 Licenses, Permits, Fees and Assessments. Except as otherwise
specified herein, Contracting Party shall obtain at its sole cost and expense
such licenses, permits, and approvals as may be required by law for the
performance of the Services required by this Agreement, including a City of
La Quinta business license. Contracting Party and its employees, agents, and
subcontractors shall, at their sole cost and expense, keep in effect at all times
during the term of this Agreement any licenses, permits, and approvals that
are legally required for the performance of the Services required by this
Agreement. Contracting Party shall have the sole obligation to pay for any
fees, assessments, and taxes, plus applicable penalties and interest, which
may be imposed by law and arise from or are necessary for the performance
of the Services required by this Agreement, and shall indemnify, defend (with
counsel selected by City), and hold City, its elected officials, officers,
employees, and agents, free and harmless against any such fees,
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assessments, taxes, penalties, or interest levied, assessed, or imposed
against City hereunder. Contracting Party shall be responsible for all
subcontractors' compliance with this Section.
1.5 Familiarity with Work. By executing this Agreement, Contracting
Party warrants that (a) it has thoroughly investigated and considered the
Services to be performed, (b) it has investigated the site where the Services
are to be performed, if any, and fully acquainted itself with the conditions
there existing, (c) it has carefully considered how the Services should be
performed, and (d) it fully understands the facilities, difficulties, and
restrictions attending performance of the Services under this Agreement.
Should Contracting Party discover any latent or unknown conditions materially
differing from those inherent in the Services or as represented by City,
Contracting Party shall immediately inform City of such fact and shall not
proceed except at Contracting Party's risk until written instructions are
received from the Contract Officer, or assigned designee (as defined in
Section 4.2 hereof).
1.6 Standard of Care. Contracting Party acknowledges and
understands that the Services contracted for under this Agreement require
specialized skills and abilities and that, consistent with this understanding,
Contracting Party's work will be held to an industry standard of quality and
workmanship. Consistent with Section 1.5 hereinabove, Contracting Party
represents to City that it holds the necessary skills and abilities to satisfy the
industry standard of quality as set forth in this Agreement. Contracting Party
shall adopt reasonable methods during the life of this Agreement to furnish
continuous protection to the Services performed by Contracting Party, and the
equipment, materials, papers, and other components thereof to prevent losses
or damages, and shall be responsible for all such damages, to persons or
property, until acceptance of the Services by City, except such losses or
damages as may be caused by City's own negligence. The performance of
Services by Contracting Party shall not relieve Contracting Party from any
obligation to correct any incomplete, inaccurate, or defective work at no
further cost to City when such inaccuracies are due to the negligence of
Contracting Party.
1.7 Additional Services. In accordance with the terms and conditions
of this Agreement, Contracting Party shall perform services in addition to
those specified in the Scope of Services ("Additional Services") only when
directed to do so by the Contract Officer, or assigned designee, provided
that Contracting Party shall not be required to perform any Additional Services
without compensation. Contracting Party shall not perform any Additional
Services until receiving prior written authorization (in the form of a written
change order if Contracting Party is a contractor performing the Services) from
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the Contract Officer, or assigned designee, incorporating therein any
adjustment in (i) the Contract Sum, and/or (ii) the time to perform this
Agreement, which said adjustments are subject to the written approval of
Contracting Party. It is expressly understood by Contracting Party that the
provisions of this Section shall not apply to the Services specifically set forth
in the Scope of Services or reasonably contemplated therein. It is specifically
understood and agreed that oral requests and/or approvals of Additional
Services shall be barred and are unenforceable. Failure of Contracting Party
to secure the Contract Officer's or assigned designee's written authorization
for Additional Services shall constitute a waiver of any and all right to
adjustment of the Contract Sum or time to perform this Agreement, whether
by way of compensation, restitution, quantum meruit, or the like, for
Additional Services provided without the appropriate authorization from the
Contract Officer or assigned designee. Compensation for properly
authorized Additional Services shall be made in accordance with Section 2.3
of this Agreement.
1.8 Special Requirements. Additional terms and conditions of this
Agreement, if any, which are made a part hereof are set forth in "Exhibit D"
(the ""Special Requirements"), which is incorporated herein by this reference
and expressly made a part hereof. In the event of a conflict between the
provisions of the Special Requirements and any other provisions of this
Agreement, the provisions of the Special Requirements shall govern.
2. COMPENSATION.
2.1 Contract Sum. For the Services rendered pursuant to this
Agreement, Contracting Party shall be compensated in accordance with
"Exhibit B" (the "Schedule of Compensation") in a total amount not to exceed
Two Hundred Eighty -Five Thousand Dollars ($285,000) for the life of the
Agreement, encompassing the initial and any extended terms (the "Contract
Sum"), except as provided in Section 1.7. The method of compensation set
forth in the Schedule of Compensation may include a lump sum payment upon
completion, payment in accordance with the percentage of completion of the
Services, payment for time and materials based upon Contracting Party's rate
schedule, but not exceeding the Contract Sum, or such other reasonable
methods as may be specified in the Schedule of Compensation. The Contract
Sum shall include the attendance of Contracting Party at all project meetings
reasonably deemed necessary by City; Contracting Party shall not be entitled
to any additional compensation for attending said meetings. Compensation
may include reimbursement for actual and necessary expenditures for
reproduction costs, transportation expense, telephone expense, and similar
costs and expenses when and if specified in the Schedule of Compensation.
Regardless of the method of compensation set forth in the Schedule of
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Compensation, Contracting Party's overall compensation shall not exceed the
Contract Sum, except as provided in Section 1.7 of this Agreement.
2.2 Method of Billing & Payment. Any month in which Contracting
Party wishes to receive payment, Contracting Party shall submit to City no
later than the tenth (10th) working day of such month, in the form approved
by City's Finance Director, an invoice for Services rendered prior to the date
of the invoice. Such invoice shall (1) describe in detail the Services provided,
including time and materials, and (2) specify each staff member who has
provided Services and the number of hours assigned to each such staff
member. Such invoice shall contain a certification by a principal member of
Contracting Party specifying that the payment requested is for Services
performed in accordance with the terms of this Agreement. Upon approval in
writing by the Contract Officer, or assigned designee, and subject to
retention pursuant to Section 8.3, City will pay Contracting Party for all items
stated thereon which are approved by City pursuant to this Agreement no
later than thirty (30) days after invoices are received by the City's Finance
Department.
2.3 Compensation for Additional Services. Additional Services
approved in advance by the Contract Officer, or assigned designee, pursuant
to Section 1.7 of this Agreement shall be paid for in an amount agreed to in
writing by both City and Contracting Party in advance of the Additional
Services being rendered by Contracting Party. Any compensation for
Additional Services amounting to five percent (5%) or less of the Contract
Sum may be approved by the Contract Officer or assigned designee. Any
greater amount of compensation for Additional Services must be approved by
the La Quinta City Council, the City Manager, or Department Director,
depending upon City laws, regulations, rules, and procedures concerning
public contracting. Under no circumstances shall Contracting Party receive
compensation for any Additional Services unless prior written approval for the
Additional Services is obtained from the Contract Officer, or assigned
designee, pursuant to Section 1.7 of this Agreement.
3. PERFORMANCE SCHEDULE.
3.1 Time of Essence. Time is of the essence in the performance of
this Agreement. If the Services not completed in accordance with the
Schedule of Performance, as set forth in Section 3.2 and "Exhibit C", it is
understood that the City will suffer damage.
3.2 Schedule of Performance. All Services rendered pursuant to this
Agreement shall be performed diligently and within the time period
established in "Exhibit C" (the "Schedule of Performance"). Extensions to the
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time period specified in the Schedule of Performance may be approved in
writing by the Contract Officer or assigned designee.
3.3 Force Majeure. The time period specified in the Schedule of
Performance for performance of the Services rendered pursuant to this
Agreement shall be extended because of any delays due to unforeseeable
causes beyond the control and without the fault or negligence of Contracting
Party, including, but not restricted to, acts of God or of the public enemy,
fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes,
freight embargoes, acts of any governmental agency other than City, and
unusually severe weather, if Contracting Party shall within ten (10) days of
the commencement of such delay notify the Contract Officer, or assigned
designee, in writing of the causes of the delay. The Contract Officer, or
assigned designee, shall ascertain the facts and the extent of delay, and
extend the time for performing the Services for the period of the forced delay
when and if in the Contract Officer's judgment such delay is justified, and the
Contract Officer's determination, or assigned designee, shall be final and
conclusive upon the parties to this Agreement. Extensions to time period in
the Schedule of Performance which are determined by the Contract Officer, or
assigned designee, to be justified pursuant to this Section shall not entitle
the Contracting Party to additional compensation in excess of the Contract
Sum.
3.4 Term. Unless earlier terminated in accordance with the provisions
in Article 8.0 of this Agreement, the term of this agreement shall commence
on November 1, 2022, and terminate on June 30, 2027 ("Initial Term").
4. COORDINATION OF WORK.
4.1 Representative of Contracting Party. The following principals of
Contracting Party ("Principals") are hereby designated as being the principals
and representatives of Contracting Party authorized to act in its behalf with
respect to the Services specified herein and make all decisions in connection
therewith:
(a) Name: Craig Huff, Chief Information and Security Officer
Tel No: 805-547-9000
E-mail: chuff@rinconconsultants.com
(b) Name: Jon Montgomery, GIS Manager
Tel No: 805-947-4833
Email: jmontgomery@rinconconsultants.com
It is expressly understood that the experience, knowledge, capability,
and reputation of the foregoing Principals were a substantial inducement for
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City to enter into this Agreement. Therefore, the foregoing Principals shall be
responsible during the term of this Agreement for directing all activities of
Contracting Party and devoting sufficient time to personally supervise the
Services hereunder. For purposes of this Agreement, the foregoing Principals
may not be changed by Contracting Party and no other personnel may be
assigned to perform the Services required hereunder without the express
written approval of City.
4.2 Contract Officer. The "Contract Officer", otherwise known as
Gilbert Villalpando, Director, City Manager's Office or assigned designee
may be designated in writing by the City Manager of the City. It shall be
Contracting Party's responsibility to assure that the Contract Officer, or
assigned designee, is kept informed of the progress of the performance of
the Services, and Contracting Party shall refer any decisions, that must be
made by City to the Contract Officer or assigned designee. Unless otherwise
specified herein, any approval of City required hereunder shall mean the
approval of the Contract Officer or assigned designee. The Contract Officer,
or assigned designee, shall have authority to sign all documents on behalf
of City required hereunder to carry out the terms of this Agreement.
4.3 Prohibition Against Subcontracting or Assignment. The
experience, knowledge, capability, and reputation of Contracting Party, its
principals, and its employees were a substantial inducement for City to enter
into this Agreement. Except as set forth in this Agreement, Contracting Party
shall not contract or subcontract with any other entity to perform in whole or
in part the Services required hereunder without the express written approval
of City. In addition, neither this Agreement nor any interest herein may be
transferred, assigned, conveyed, hypothecated, or encumbered, voluntarily or
by operation of law, without the prior written approval of City. Transfers
restricted hereunder shall include the transfer to any person or group of
persons acting in concert of more than twenty five percent (25%) of the
present ownership and/or control of Contracting Party, taking all transfers into
account on a cumulative basis. Any attempted or purported assignment or
contracting or subcontracting by Contracting Party without City's express
written approval shall be null, void, and of no effect. No approved transfer
shall release Contracting Party of any liability hereunder without the express
consent of City.
4.4 Independent Contractor. Neither City nor any of its employees
shall have any control over the manner, mode, or means by which Contracting
Party, its agents, or its employees, perform the Services required herein,
except as otherwise set forth herein. City shall have no voice in the selection,
discharge, supervision, or control of Contracting Party's employees, servants,
representatives, or agents, or in fixing their number or hours of service.
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Contracting Party shall perform all Services required herein as an independent
contractor of City and shall remain at all times as to City a wholly independent
contractor with only such obligations as are consistent with that role.
Contracting Party shall not at any time or in any manner represent that it or
any of its agents or employees are agents or employees of City. City shall not
in any way or for any purpose become or be deemed to be a partner of
Contracting Party in its business or otherwise or a joint venture or a member
of any joint enterprise with Contracting Party. Contracting Party shall have
no power to incur any debt, obligation, or liability on behalf of City.
Contracting Party shall not at any time or in any manner represent that it or
any of its agents or employees are agents or employees of City. Except for
the Contract Sum paid to Contracting Party as provided in this Agreement,
City shall not pay salaries, wages, or other compensation to Contracting Party
for performing the Services hereunder for City. City shall not be liable for
compensation or indemnification to Contracting Party for injury or sickness
arising out of performing the Services hereunder. Notwithstanding any other
City, state, or federal policy, rule, regulation, law, or ordinance to the
contrary, Contracting Party and any of its employees, agents, and
subcontractors providing services under this Agreement shall not qualify for
or become entitled to any compensation, benefit, or any incident of
employment by City, including but not limited to eligibility to enroll in the
California Public Employees Retirement System ("PERS") as an employee of
City and entitlement to any contribution to be paid by City for employer
contributions and/or employee contributions for PERS benefits. Contracting
Party agrees to pay all required taxes on amounts paid to Contracting Party
under this Agreement, and to indemnify and hold City harmless from any and
all taxes, assessments, penalties, and interest asserted against City by reason
of the independent contractor relationship created by this Agreement.
Contracting Party shall fully comply with the workers' compensation laws
regarding Contracting Party and Contracting Party's employees. Contracting
Party further agrees to indemnify and hold City harmless from any failure of
Contracting Party to comply with applicable workers' compensation laws. City
shall have the right to offset against the amount of any payment due to
Contracting Party under this Agreement any amount due to City from
Contracting Party as a result of Contracting Party's failure to promptly pay to
City any reimbursement or indemnification arising under this Section.
4.5 Identity of Persons Performing Work. Contracting Party
represents that it employs or will employ at its own expense all personnel
required for the satisfactory performance of any and all of the Services set
forth herein. Contracting Party represents that the Services required herein
will be performed by Contracting Party or under its direct supervision, and
that all personnel engaged in such work shall be fully qualified and shall be
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authorized and permitted under applicable State and local law to perform such
tasks and services.
4.6 City Cooperation. City shall provide Contracting Party with any
plans, publications, reports, statistics, records, or other data or information
pertinent to the Services to be performed hereunder which are reasonably
available to Contracting Party only from or through action by City.
5. INSURANCE.
5.1 Insurance. Prior to the beginning of any Services under this
Agreement and throughout the duration of the term of this Agreement,
Contracting Party shall procure and maintain, at its sole cost and expense,
and submit concurrently with its execution of this Agreement, policies of
insurance as set forth in 'Exhibit E" (the ""Insurance Requirements") which is
incorporated herein by this reference and expressly made a part hereof.
5.2 Proof of Insurance. Contracting Party shall provide Certificate of
Insurance to Agency along with all required endorsements. Certificate of
Insurance and endorsements must be approved by Agency's Risk Manager
prior to commencement of performance.
6. INDEMNIFICATION.
6.1 Indemnification. To the fullest extent permitted by law,
Contracting Party shall indemnify, protect, defend (with counsel selected by
City), and hold harmless City and any and all of its officers, employees,
agents, and volunteers as set forth in "Exhibit F" ("Indemnification") which is
incorporated herein by this reference and expressly made a part hereof.
7. RECORDS AND REPORTS.
7.1 Reports. Contracting Party shall periodically prepare and submit
to the Contract Officer, or assigned designee, such reports concerning
Contracting Party's performance of the Services required by this Agreement
as the Contract Officer, or assigned designee, shall require. Contracting
Party hereby acknowledges that City is greatly concerned about the cost of
the Services to be performed pursuant to this Agreement. For this reason,
Contracting Party agrees that if Contracting Party becomes aware of any facts,
circumstances, techniques, or events that may or will materially increase or
decrease the cost of the Services contemplated herein or, if Contracting Party
is providing design services, the cost of the project being designed,
Contracting Party shall promptly notify the Contract Officer, or assigned
designee, of said fact, circumstance, technique, or event and the estimated
increased or decreased cost related thereto and, if Contracting Party is
providing design services, the estimated increased or decreased cost estimate
for the project being designed.
7.2 Records. Contracting Party shall keep, and require any
subcontractors to keep, such ledgers, books of accounts, invoices, vouchers,
canceled checks, reports (including but not limited to payroll reports), studies,
or other documents relating to the disbursements charged to City and the
Services performed hereunder (the "Books and Records"), as shall be
necessary to perform the Services required by this Agreement and enable the
Contract Officer, or assigned designee, to evaluate the performance of such
Services. Any and all such Books and Records shall be maintained in
accordance with generally accepted accounting principles and shall be
complete and detailed. The Contract Officer, or assigned designee, shall
have full and free access to such Books and Records at all times during normal
business hours of City, including the right to inspect, copy, audit, and make
records and transcripts from such Books and Records. Such Books and
Records shall be maintained for a period of three (3) years following
completion of the Services hereunder, and City shall have access to such
Books and Records in the event any audit is required. In the event of
dissolution of Contracting Party's business, custody of the Books and Records
may be given to City, and access shall be provided by Contracting Party's
successor in interest. Under California Government Code Section 8546.7, if
the amount of public funds expended under this Agreement exceeds Ten
Thousand Dollars ($10,000.00), this Agreement shall be subject to the
examination and audit of the State Auditor, at the request of City or as part
of any audit of City, for a period of three (3) years after final payment under
this Agreement.
7.3 Ownership of Documents. All drawings, specifications, maps,
designs, photographs, studies, surveys, data, notes, computer files, reports,
records, documents, and other materials plans, drawings, estimates, test
data, survey results, models, renderings, and other documents or works of
authorship fixed in any tangible medium of expression, including but not
limited to, physical drawings, digital renderings, or data stored digitally,
magnetically, or in any other medium prepared or caused to be prepared by
Contracting Party, its employees, subcontractors, and agents in the
performance of this Agreement (the 'Documents and Materials") shall be the
property of City and shall be delivered to City upon request of the Contract
Officer, or assigned designee, or upon the expiration or termination of this
Agreement, and Contracting Party shall have no claim for further employment
or additional compensation as a result of the exercise by City of its full rights
of ownership use, reuse, or assignment of the Documents and Materials
hereunder. Any use, reuse or assignment of such completed Documents and
Materials for other projects and/or use of uncompleted documents without
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specific written authorization by Contracting Party will be at City's sole risk
and without liability to Contracting Party, and Contracting Party's guarantee
and warranties shall not extend to such use, revise, or assignment.
Contracting Party may retain copies of such Documents and Materials for its
own use. Contracting Party shall have an unrestricted right to use the
concepts embodied therein. All subcontractors shall provide for assignment
to City of any Documents and Materials prepared by them, and in the event
Contracting Party fails to secure such assignment, Contracting Party shall
indemnify City for all damages resulting therefrom.
7.4 In the event City or any person, firm, or corporation authorized
by City reuses said Documents and Materials without written verification or
adaptation by Contracting Party for the specific purpose intended and causes
to be made or makes any changes or alterations in said Documents and
Materials, City hereby releases, discharges, and exonerates Contracting Party
from liability resulting from said change. The provisions of this clause shall
survive the termination or expiration of this Agreement and shall thereafter
remain in full force and effect.
7.5 Licensing of Intellectual Property. This Agreement creates a non-
exclusive and perpetual license for City to copy, use, modify, reuse, or
sublicense any and all copyrights, designs, rights of reproduction, and other
intellectual property embodied in the Documents and Materials. Contracting
Party shall require all subcontractors, if any, to agree in writing that City is
granted a non-exclusive and perpetual license for the Documents and
Materials the subcontractor prepares under this Agreement. Contracting Party
represents and warrants that Contracting Party has the legal right to license
any and all of the Documents and Materials. Contracting Party makes no such
representation and warranty in regard to the Documents and Materials which
were prepared by design professionals other than Contracting Party or
provided to Contracting Party by City. City shall not be limited in any way in
its use of the Documents and Materials at any time, provided that any such
use not within the purposes intended by this Agreement shall be at City's sole
risk. Contracting Party and City shall each retain their separate rights over
their own intellectual property utilized in the performance of this Agreement
or related Service Order. For purposes of this Agreement, "Intellectual
Property" shall mean any and all intellectual property including, but not limited
to, all contract documents and fee agreements for services, supplemental
agreements, change orders, trade secrets, trademarks, copyrights, patents,
inventions, discoveries, processes, methods, formulations, theories, ideas,
techniques, know-how, research and development, strategies, plans,
drawings, designs, models, prototypes, computer software, source code,
hypertext markup language, and related materials and documentation.
Notwithstanding the foregoing, the Parties agree that the final work product
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created for City by Contracting Party for City as part of the Services shall be
the property of City and City shall have full rights over the final work product
to retain and store in its own system and to use, modify, assign, or take other
actions related to the materials. Contracting Party shall have an unrestricted
right to retain copies of the end product for its own use and shall have an
unrestricted right to use the concepts embodied therein.
7.6 Release of Documents. The Documents and Materials shall not be
released publicly without the prior written approval of the Contract Officer, or
assigned designee, or as required by law. Contracting Party shall not
disclose to any other entity or person any information regarding the activities
of City, except as required by law or as authorized by City.
7.7 Confidential or Personal Identifying Information. Contracting
Party covenants that all City data, data lists, trade secrets, documents with
personal identifying information, documents that are not public records, draft
documents, discussion notes, or other information, if any, developed or
received by Contracting Party or provided for performance of this Agreement
are deemed confidential and shall not be disclosed by Contracting Party to any
person or entity without prior written authorization by City or unless required
by law. City shall grant authorization for disclosure if required by any lawful
administrative or legal proceeding, court order, or similar directive with the
force of law. All City data, data lists, trade secrets, documents with personal
identifying information, documents that are not public records, draft
documents, discussions, or other information shall be returned to City upon
the termination or expiration of this Agreement. Contracting Party's covenant
under this section shall survive the termination or expiration of this
Agreement.
8. ENFORCEMENT OF AGREEMENT.
8.1 California Law. This Agreement shall be interpreted, construed,
and governed both as to validity and to performance of the parties in
accordance with the laws of the State of California. Legal actions concerning
any dispute, claim, or matter arising out of or in relation to this Agreement
shall be instituted in the Superior Court of the County of Riverside, State of
California, or any other appropriate court in such county, and Contracting
Party covenants and agrees to submit to the personal jurisdiction of such court
in the event of such action.
8.2 Disputes. In the event of any dispute arising under this
Agreement, the injured party shall notify the injuring party in writing of its
contentions by submitting a claim, therefore. The injured party shall continue
performing its obligations hereunder so long as the injuring party commences
to cure such default within ten (10) days of service of such notice and
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completes the cure of such default within forty-five (45) days after service of
the notice, or such longer period as may be permitted by the Contract Officer,
or assigned designee; provided that if the default is an immediate danger to
the health, safety, or general welfare, City may take such immediate action
as City deems warranted. Compliance with the provisions of this Section shall
be a condition precedent to termination of this Agreement for cause and to
any legal action, and such compliance shall not be a waiver of any party's right
to take legal action in the event that the dispute is not cured, provided that
nothing herein shall limit City's right to terminate this Agreement without
cause pursuant to this Article 8.0. During the period of time that Contracting
Party is in default, City shall hold all invoices and shall, when the default is
cured, proceed with payment on the invoices. In the alternative, City may, in
its sole discretion, elect to pay some or all of the outstanding invoices during
any period of default.
8.3 Retention of Funds. City may withhold from any monies payable
to Contracting Party sufficient funds to compensate City for any losses, costs,
liabilities, or damages it reasonably believes were suffered by City due to the
default of Contracting Party in the performance of the Services required by
this Agreement.
8.4 Waiver. No delay or omission in the exercise of any right or
remedy of a non -defaulting party on any default shall impair such right or
remedy or be construed as a waiver. City's consent or approval of any act by
Contracting Party requiring City's consent or approval shall not be deemed to
waive or render unnecessary City's consent to or approval of any subsequent
act of Contracting Party. Any waiver by either party of any default must be in
writing and shall not be a waiver of any other default concerning the same or
any other provision of this Agreement.
8.5 Rights and Remedies are Cumulative. Except with respect to
rights and remedies expressly declared to be exclusive in this Agreement, the
rights and remedies of the parties are cumulative and the exercise by either
party of one or more of such rights or remedies shall not preclude the exercise
by it, at the same or different times, of any other rights or remedies for the
same default or any other default by the other party.
8.6 Legal Action. In addition to any other rights or remedies, either
party may take legal action, at law or at equity, to cure, correct, or remedy
any default, to recover damages for any default, to compel specific
performance of this Agreement, to obtain declaratory or injunctive relief, or
to obtain any other remedy consistent with the purposes of this Agreement.
8.7 Termination Prior To Expiration of Term. This Section shall govern
any termination of this Agreement, except as specifically provided in the
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following Section for termination for cause. City reserves the right to
terminate this Agreement at any time, with or without cause, upon thirty
(30) days' written notice to Contracting Party. Upon receipt of any notice of
termination, Contracting Party shall immediately cease all Services hereunder
except such as may be specifically approved by the Contract Officer, or
assigned designee. Contracting Party shall be entitled to compensation for
all Services rendered prior to receipt of the notice of termination and for any
Services authorized by the Contract Officer, or assigned designee, thereafter
in accordance with the Schedule of Compensation or such as may be approved
by the Contract Officer, or assigned designee, except amounts held as a
retention pursuant to this Agreement.
8.8 Termination for Default of Contracting Party. If termination is due
to the failure of Contracting Party to fulfill its obligations under this Agreement,
Contracting Party shall vacate any City -owned property which Contracting
Party is permitted to occupy hereunder and City may, after compliance with
the provisions of Section 8.2, take over the Services and prosecute the same
to completion by contract or otherwise, and Contracting Party shall be liable
to the extent that the total cost for completion of the Services required
hereunder exceeds the compensation herein stipulated (provided that City
shall use reasonable efforts to mitigate such damages), and City may withhold
any payments to Contracting Party for the purpose of setoff or partial payment
of the amounts owed City.
8.9 Attorneys' Fees. If either party to this Agreement is required to
initiate or defend or made a party to any action or proceeding in any way
connected with this Agreement, the prevailing party in such action or
proceeding, in addition to any other relief which may be granted, whether
legal or equitable, shall be entitled to reasonable attorneys' fees; provided,
however, that the attorneys' fees awarded pursuant to this Section shall not
exceed the hourly rate paid by City for legal services multiplied by the
reasonable number of hours spent by the prevailing party in the conduct of
the litigation. Attorneys' fees shall include attorneys' fees on any appeal, and
in addition a party entitled to attorneys' fees shall be entitled to all other
reasonable costs for investigating such action, taking depositions and
discovery, and all other necessary costs the court allows which are incurred in
such litigation. All such fees shall be deemed to have accrued on
commencement of such action and shall be enforceable whether or not such
action is prosecuted to judgment. The court may set such fees in the same
action or in a separate action brought for that purpose.
9. CITY OFFICERS AND EMPLOYEES; NONDISCRIMINATION.
9.1 Non -liability of City Officers and Employees. No officer, official,
employee, agent, representative, or volunteer of City shall be personally liable
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to Contracting Party, or any successor in interest, in the event or any default
or breach by City or for any amount which may become due to Contracting
Party or to its successor, or for breach of any obligation of the terms of this
Agreement.
9.2 Conflict of Interest. Contracting Party covenants that neither it,
nor any officer or principal of it, has or shall acquire any interest, directly or
indirectly, which would conflict in any manner with the interests of City, or
which would in any way hinder Contracting Party's performance of the
Services under this Agreement. Contracting Party further covenants that in
the performance of this Agreement, no person having any such interest shall
be employed by it as an officer, employee, agent, or subcontractor without
the express written consent of the Contract Officer or assigned designee.
Contracting Party agrees to at all times avoid conflicts of interest or the
appearance of any conflicts of interest with the interests of City in the
performance of this Agreement.
No officer or employee of City shall have any financial interest, direct
or indirect, in this Agreement nor shall any such officer or employee
participate in any decision relating to this Agreement which effects his financial
interest or the financial interest of any corporation, partnership or association
in which he is, directly or indirectly, interested, in violation of any State statute
or regulation. Contracting Party warrants that it has not paid or given and will
not pay or give any third party any money or other consideration for obtaining
this Agreement.
9.3 Covenant against Discrimination. Contracting Party covenants
that, by and for itself, its heirs, executors, assigns, and all persons claiming
under or through them, that there shall be no discrimination against or
segregation of, any person or group of persons on account of any
impermissible classification including, but not limited to, race, color, creed,
religion, sex, marital status, sexual orientation, national origin, or ancestry in
the performance of this Agreement. Contracting Party shall take affirmative
action to ensure that applicants are employed and that employees are treated
during employment without regard to their race, color, creed, religion, sex,
marital status, sexual orientation, national origin, or ancestry.
10. MISCELLANEOUS PROVISIONS.
10.1 Notice. Any notice, demand, request, consent, approval, or
communication either party desires or is required to give the other party or
any other person shall be in writing and either served personally or sent by
prepaid, first-class mail to the address set forth below. Either party may
change its address by notifying the other party of the change of address in
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writing. Notice shall be deemed communicated forty-eight (48) hours from
the time of mailing if mailed as provided in this Section.
To City:
CITY OF LA QUINTA
Attention: Gilbert Villalpando
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:
RINCON CONSULTANTS, INC.
Attention: Craig Huff
180 N Ashwood Avenue
Ventura, CA 93003
10.2 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed
for or against either party by reason of the authorship of this Agreement or
any other rule of construction which might otherwise apply.
10.3 Section Headings and Subheadings. The section headings and
subheadings contained in this Agreement are included for convenience only
and shall not limit or otherwise affect the terms of this Agreement.
10.4 Counterparts. This Agreement may be executed in counterparts,
each of which shall be deemed to be an original, and such counterparts shall
constitute one and the same instrument.
10.5 Integrated Agreement. This Agreement including the exhibits
hereto is the entire, complete, and exclusive expression of the understanding
of the parties. It is understood that there are no oral agreements between
the parties hereto affecting this Agreement and this Agreement supersedes
and cancels any and all previous negotiations, arrangements, agreements,
and understandings, if any, between the parties, and none shall be used to
interpret this Agreement.
10.6 Amendment. No amendment to or modification of this Agreement
shall be valid unless made in writing and approved by Contracting Party and
by the City Council of City. The parties agree that this requirement for written
modifications cannot be waived and that any attempted waiver shall be void.
10.7 Severability. In the event that any one or more of the articles,
phrases, sentences, clauses, paragraphs, or sections contained in this
Agreement shall be declared invalid or unenforceable, such invalidity or
unenforceability shall not affect any of the remaining articles, phrases,
sentences, clauses, paragraphs, or sections of this Agreement which are
hereby declared as severable and shall be interpreted to carry out the intent
of the parties hereunder unless the invalid provision is so material that its
invalidity deprives either party of the basic benefit of their bargain or renders
this Agreement meaningless.
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10.8 Unfair Business Practices Claims. In entering into this Agreement,
Contracting Party offers and agrees to assign to City all rights, title, and
interest in and to all causes of action it may have under Section 4 of the
Clayton Act (15 U.S.C. § 15) or under the Cartwright Act (Chapter 2,
(commencing with Section 16700) of Part 2 of Division 7 of the Business and
Professions Code), arising from purchases of goods, services, or materials
related to this Agreement. This assignment shall be made and become
effective at the time City renders final payment to Contracting Party without
further acknowledgment of the parties.
10.9 No Third -Party Beneficiaries. With the exception of the specific
provisions set forth in this Agreement, there are no intended third -party
beneficiaries under this Agreement and no such other third parties shall have
any rights or obligations hereunder.
10.10Authority. The persons executing this Agreement on behalf of
each of the parties hereto represent and warrant that (i) such party is duly
organized and existing, (ii) they are duly authorized to execute and deliver
this Agreement on behalf of said party, (iii) by so executing this Agreement,
such party is formally bound to the provisions of this Agreement, and (iv) that
entering into this Agreement does not violate any provision of any other
Agreement to which said party is bound. This Agreement shall be binding
upon the heirs, executors, administrators, successors, and assigns of the
parties.
[SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties have executed this Agreement as of
the dates stated below.
CITY OF LA QUINTA,
a California Municipal Corporation
3
]ON M MtCLEN, City Manager
pty—of La Quinta, California
Dated: l0 �3 l 2,pZZ
ATTEST:
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
RINCON CONSULTANTS INC.,
a California Corporation
G
CRAIG HUFF, Chief Information and
Security Officer
Dated: October 28th. 2022 _
Richard Daulton, Vice President
Dated: October 31, 2022
-17-
Exhibit A
Scope of Services
SEE ATTACHED
Exhibit A
Page 1of1
77",
r
2b"
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SCOPE OF SERVICES
i Cover Letter
September 5, 2022
Doug Kinley III, Management Analyst
City of La Quinta
78495 Calle Tampico
La Quinta, California 92253
Subject: City of La Quinta Geographic Information System (GIS) Technical Support Services
Dear Mr. Kinley
We are pleased to present this proposal for Geographic Information System (GIS) Technical Support Services
to the City of La Quinta (City) to support the City in a successful implementation of the Tyler EnerGov (EPL)
system and expanding the growth of its GIS. The services described below include a series of tasks we feel
are necessary to get the City's current GIS system established and develop a scalable solution that allows for
future growth and expansion.
Rincon Consultants, Inc. understands that the City of La Quinta (City)will be moving to a new licensing and
permitting software, Tyler's EnerGov(EPL) system, within the next fiscal year, which requires up-to-date
Geographic Information Systems (GIS) layers and a structured GIS framework to operate. We are pleased to
present this proposal for GIS Technical Support Services to the City to accommodate this technology
integration and to help improve the City's existing GIS data and services. Rincon's proposed services and
methodology described under the Firm's Background, Qualifications, and Experience section on the following
pages will provide the City with the GIS capabilities to operate the new Tyler's EnerGov (EPL) system
effectively and assist the City in transitioning to a modern GIS environment.
Rincon is an Esri Silver Network partner and holds an Esri ArcGIS Online Specialty designation. Our 17-person
team has over 80 years of collective GIS experience and includes certified GIS professionals (GISPs), Esri
certified ArcGIS Desktop Professionals, and staff with specific experience helping city agencies develop
authoritative enterprise GIS systems. Our team prides itself on being responsive, providing the right
solutions for our clients, and maintaining consistently high standards for data conversion, security,
development, collection, and organizational mapping protocols that produce clear and concise, visually
appealing analytical displays for web mapping applications, hard copy maps, and multimedia publications.
Our team has a depth of understanding and experience providing the requested services to local and regional
governments throughout California. The Rincon team has worked with over 100+ public agencies and
municipalities across California to provide professional GIS services and solutions. Through this work, we
understand the GIS needs of municipalities and have responded with GIS solutions that fit their needs,
infrastructure, and budget. Our work with the City of Rancho Mirage won an APA Best Practices award as
part of the City's General Plan Update. Of note, Rincon gathered and digitized City datasets and implemented
an internal and external web -based GIS mapping application that allows City staff to review and explore their
data independently of a GIS specialist, continuing to provide efficiencies and cost savings throughout
multiple City departments. Various members of our GIS team are currently providing or have provided similar
GIS services to the Cities of Seaside, Oxnard, Simi Valley, Colton, and Lake Elsinore.
The Rincon team prides itself on our ability to work effectively with City staff, decision -makers, and
community groups to develop and implement innovative approaches and solutions to GIS issues. When
hired, we perceive ourselves as an extension of our client's team and function with the best interests of the
client in mind. We are enthusiastic about the opportunity to work with the City and have assembled a team of
highly skilled GIS professionals uniquely suited to this contract. Our proposed Director, Craig Huff, leads the
IT and Cybersecurity direction for Rincon and oversees the management of Rincon's GIS team. Project
Managerdlon Montgomery has 10+years of experience in data management, custom mapping tool
*:/:11.) 6 W_1
SCOPE OF SERVICES
development, and manages Rincon's GIS Department. His GIS experience includes working with numerous
local and regional government clients, nonprofit organizations, and private firms.
We are confident that the Rincon team will meet the needs of the City of La Quinta and look forward to the
opportunity to help the City improve its GIS capabilities. If you have any questions regarding this submittal,
please do not hesitate to contact us.
Craig Huff, Director of Information Technology and Graphic Services is authorized to bind the firm. His
contact information is provided below.
1980 Orange Tree Lane, Suite 105, Redlands, California 92374
909-253-07051 chuff@rinconconsultants.com
Rincon's main office is located in Ventura. Rincon's office in Redlands would service this project. All
information and pricing provided in the proposal is valid for at least 90 days. In addition, any individual who
will perform work for the City is free of any conflict of interest.
Thank you for considering Rincon for this assignment. Please do not hesitate to contact us if you have
questions about this proposal or need additional information.
Sincerely,
Rincon Consultants, Inc.
Jon Montgomery I GIS Manager
a montgomeryPrinconconsultants.com
Contact for Clarification
Craig Huff I Chief Information and Security Officer
chuff(@rinconconsultants.com
Authorized to contractually obligate and negotiate
on behalf of Rincon Consultants, Inc.
EXHIBIT A
SCOPE OF SERVICES
Table of Contents
1 Cover Letter............................................................................................................................................ 1
Firm's Background, Qualifications, and Experience................................................................................
1
a. Number of Years in Business...................................................................................................
1
b. Taxpayer Identification Number...............................................................................................
1
C. Number of Years Performing GIS Technology Services............................................................
1
d. Resumes of the Project Manager and Key Personnel Who will be Responsible for
Performance if any Agreement Results from this RFP..............................................................
1
e. Firm Ownership and if Incorporated, List the State in which the Firm is Incorporated and
theDate of Incorporation........................................................................................................13
f. If the Firm is a Subsidiary of a Parent Company, Identify the Parent Company ...........................13
g. Statement Of Qualifications....................................................................................................13
h. Project Understanding and Approach....................................................................................
14
i. Scope of Work...........................................................................................................................16
j. Implementation Plan................................................................................................................25
2 References of California Government Agencies.....................................................................................29
3 Complete Pricing List............................................................................................................................
35
FeeSchedule.......................................................................................................................................
36
4 List of Complementary Services Offered by Proposer along with Corresponding Prices ........................
38
5 Staffing and Project Organization..........................................................................................................
39
StaffOrganization................................................................................................................................
39
KeyStaff..............................................................................................................................................
39
6 Subcontracting Services.......................................................................................................................
41
7 Disclosures............................................................................................................................................42
8 Explanation of Methodology..................................................................................................................43
9 Acknowledgement of Insurance Requirements (Attachment 2)..............................................................44
10 Non -Collusion Affidavit (Attachment 3).................................................................................................46
11 Acknowledgement of Addenda (Attachment 4)......................................................................................48
EXHIBIT A
SCOPE OF SERVICES
Firm's Background, Qualifications, and Experience
a. Number of Years in Business
Rincon has been in business for 27+years.
b. Taxpayer Identification Number
Rincon's Taxpayer Identification No. is 77-0390093.
c. Number of Years Performing GIS Technology Services
Rincon has been providing geospatial services using Geographic Information Systems (GIS)for27+years.
d. Resumes of the Project Manager and Key Personnel Who will be
Responsible for Performance if any Agreement Results from this RFP
Leading the Rincon team, Craig Huff, will serve as the Director -in -Charge. Craig has over 15 years of
experience, currently serving as Rincon's Vice President and Chief Information Security Officer and
overseeing the management of Rincon's GIS team. Jon Montgomery will serve as the Project Manager and
oversee the development of the City's GIS program. Brief biographies of our key team members are provided
in Section 5, Staffing and Project Organization. Detailed resumes for the Project Manager and key personnel
who will be responsible for performance if any agreement results from this RFP are provided on the following
pages.
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SCOPE OF SERVICES
Education
BS, Natural Resource
Planning. Minor, Geographic
Information Systems,
Humboldt State University
Craig R. Huff
Vice President - Chief Information and Security Officer
Craig Huff is a Vice President and Chief Information Security Officer at Rincon
Consultants Inc., an environmental consulting firm with 13 offices throughout the
State of California. Craig leads the IT and Cybersecurity direction for the firm as
it relates to collaboration, data security, operations, and backend architecture to
support all of Rincon's 400+ valued staff wherever they happen to find
themselves, be it in the office or in the field conducting a survey. Craig also
oversees the management of Rincon's Geographic Information System (GIS)
team and leads Rincon's Idea's Lab, an internal vetting team that makes internal
and Client driven innovations come to life. With over 15 years of experience at
Rincon, Craig has developed and configured a variety of critical tools and
processes that has allowed the firm to scale to become one of the leaders in our
industry.
Experience
GIS Director, City of Marina, On -call GIS Services
Marina, California
Craig served as the GIS Director for the City of Marina On -call GIS Services effort,
with which Rincon assisted the City of Marina with creating a base inventory of
existing GIS datasets, digitizing zoning and general plan land use layers, and
creating a web -based public parcel viewer, as part of a previous contract with
the City of Marina. Craig provided project oversight and consultation. Because
the City of Marina has limited in-house GIS resources, they requested Rincon's
on -call GIS assistance to support their GIS needs. Rincon currently assists the
City with a variety of GIS services, including but not limited to, staff
augmentation to provide on- or off -site GIS staff, GIS data development and data
conversion, integration of new systems and applications, field asset inventories,
and unmanned aerial systems surveys. Additionally, Rincon has provided the City
with ArcGIS Online setup and management, creating user access and
permissions and managing these items. To increase productivity and proper use
of the system, Rincon has and will provide training on ArcGIS software and
ArcGIS Online use for City staff.
GIS Director, City of Rancho Mirage, Housing Element
San Bernardino County, California
Craig served as the GIS Director and provided project oversight and consultation.
The Rincon team developed a Housing Element that reflects community
preferences, provides housing needs of households for all income levels, and
meets current California State requirements. Rincon provided a wide variety of
technical skills for planning and GIS to meet the requirements of the city housing
elements. Specific GIS analytics included understanding the existing conditions,
current data needs, and future needs of Rancho Mirage. Relating data from
multiple public and municipal sources, The Rincon team transformed the City's
General Plan, Regional Housing Needs Assessment, vacant land inventory, and
local hazard GIS layers into a single cohesive database for further analysis and
future use. GIS helped the planning team identify At -Risk Housing (ARH),
demographic/income trends based off parcel datasets, and Affirmative Further
Fair Housing (AFFH) needs for the City by creating multiple static graphics for the
report deliverable.
EXHIBIT A
SCOPE OF SERVICES
Technical Skills
ESRI GIS Administration
Proficient in the field of GIS and its administration to relevant stakeholders. Promotes and markets the
efficiencies of GIS platform implementation and solution -based development. Ensures that programmatic or
project specific needs are matched with GIS technology integrations. Implements permissioned schemas
that protect against data exfiltration, curating sensitive content and appropriate use of data to specific
audiences.
Enterprise Application Administration
Thorough understanding of end user and security management to administer and deploy resources via
centralized application administration hubs. Proficient in tailoring security policies to ensure compliance
and eliminate data and intellectual property loss. Fluent in Microsoft 365 and SharePoint deployment,
domain administration, and secure collaboration with stakeholders. Manages the enterprise to monitor and
scale resources as needed to meet both staff and project objectives.
Firewall and Endpoint Device Management
Monitors potential cybersecurity related threats to the environment in real-time through administrative
functions on premise and in the cloud. Administers advanced cybersecurity related logs and reports based
on specific assets within the network environment.
Multifactor Authentication Administration
Monitors and administers Rincon's enterprise multifactor authentication application to end users and
applications. Reviews for suspicious activity and monitors real-time protections for fraudulent activity.
Ensures application and account validation for secure access into the Rincon environment and for tool
usage.
Security Awareness Implementation
Leads, curates, and administers cybersecurity awareness training for the organization. Reports on,
develops, and organizes user specific training needs based on results of internal testing campaigns. Directs
Rincon's internal cybersecurity team to research and inform on current cybersecurity trends and threat
mechanisms. Reviews and posts relevant content to staff, Clients, and vendors as needed.
Cyber Security Standards and Policy Development
Develops cybersecurity operating procedures based on stakeholder and program initiatives. Manages
Rincon's Service Organization Control (SOC) implementation and reporting with emphasis on data security,
availability, and confidentiality.
End User Support & Program Management
Over 15 of experience managing end user satisfaction, both with our external Clients and Rincon's internal
staff across a wide variety of products and services offered. Ensures that expectations are met whether
they be for feature implementation, data security, project deadlines, budgetary alignment, and Client
advocacy issues should they arise.
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Education
MESM, University of
California, Santa Barbara
BA, Psychology, minor in
Environmental Science,
University of Wisconsin,
Madison
Jon Montgomery
GIS Manager
Jon Montgomery oversees Rincon's GIS department and specializes in data
management, custom mapping tool development, spatial analysis, and graphics
production. His expertise includes extensive ESRI software experience, field tool
equipment management, python programming, Adobe product suite software,
CAD, and open source solutions. Jon's 10 years of GIS experience include working
with regional and local government agencies, nonprofit organizations, and
private firms to provide the highest quality analysis and products.
Experience
GIS Manager, City of Marina, On -call GIS Services
Marina, California
Jon served as the GIS Manager for the City of Marina On -call GIS Services effort,
with which Rincon assisted the City of Marina with creating a base inventory of
existing GIS datasets, digitizing zoning and general plan land use layers, and
creating a web -based public parcel viewer, as part of a previous contract with
the City of Marina. Because the City of Marina has limited in-house GIS resources,
they requested Rincon's on -call GIS assistance to support their GIS needs.
Rincon currently assists the City with a variety of GIS services, including but not
limited to, staff augmentation to provide on- or off -site GIS staff, GIS data
development and data conversion, integration of new systems and applications,
field asset inventories, and unmanned aerial systems surveys. Additionally,
Rincon has provided the City with ArcGIS Online setup and management, creating
user access and permissions and managing these items. To increase
productivity and proper use of the system, Rincon has and will provide training
on ArcGIS software and ArcGIS Online use for City staff.
GIS Manager, City of Monterey Park, On -call GIS Services
Monterey Park, California
Jon served as the GIS Manager for City of Monterey Park On -Call services to the
City of Monterey Park by assessing and understand the City's current GIS needs.
Rincon created and currently manages baseline and housing element datasets
and Rincon created and helped facilitate an ArcGIS Online Portal for the City. The
main goal of the Online Portal for the City was to have full access to explore
different baseline and housing element layers. The portal provides the City with a
foundation for expanding to a Citywide GIS portal that can be used by City Staff
of various departments to look up parcel and address information and other
specific information contained in department data layers. Rincon worked with
the City to determine the ArcGIS online requirements and recommend licensing
changes to provide more utilization and access to other users in the City. These
components are hosted on Rincon's secure ArcGIS Online cloud platform and are
updated regularly to ensure the most up to date data layers are included for the
City of Monterey Park.
Senior GIS Analyst, 4Leaf, Napa & Sonoma Developer Mapping Tool
Napa & Sonoma Counties, California
Jon serves as a senior GIS analyst for the Napa & Sonoma Developer Mapping
Tool, which is an online application which allows developers to provide feedback
on whether or potential housing sites would be suitable for various types of
development.
*:/:11.) 6 W_1
SCOPE OF SERVICES
GIS Analyst, City of Rancho Mirage, General Plan Update
San Bernardino County
As the lead GIS analyst for this project, Jon led efforts to compile, create, and attribute dozens of datasets
for figure creation as part of the City's General Plan update. Additionally, Jon deployed a web mapping portal
through ArcGIS Online, which served as a centralized mapping and data hub for the project team. As part of
the mapping portal, Jon created interactive web maps to accompany each General Plan Figure.
Lead GIS Analyst, Southern California Edison, Del Valle Substation Project
Los Angeles and Ventura County
Jon serves as the lead GIS Analyst for this multi -county utility design and construction project. He oversees
the field data collection effort and applications deployment for a variety of survey efforts including nesting
bird surveys, vegetation and waters mapping, and cultural resource surveys. Jon is responsible for project
data management including review and QA/QC of all project data deliverables.
Lead GIS Analyst, Southern California Edison, Santa Barbara County Reliability Project
Santa Barbara and Ventura Counties
Jon served as lead GIS Analyst for this multi -year linear utility construction biological monitoring project
spanning over 30 miles. He managed the data needs for a team of dozens of field monitors, providing daily
data updates, field collection tools, and training. He created GIS and data collection workflows that helped to
streamline and increase efficiency across the project and stay on track with the multitude of weekly and
monthly deliverables. Jon managed the engineering, construction, civil design, biological, and cultural
datasets for this project, keeping all data up to date within detailed schema and metadata requirements. He
was in charge of creating all project deliverable graphics and developed customized templates to serve the
project needs including several detailed mapbooks spanning the 30 miles of the project area.
GIS Analyst, SoCalGas, Pipeline Safety Enhancement Plan, Santa Barbara
Ventura, and Los Angeles Counties
Jon served as one of the lead GIS Analyst for this ongoing program since 2016, covering dozens of project
sites across Southern California. Using Python and ModelBuilder, Jon developed several custom tools that
have streamlined project workflows, including an initial project assessment tool that highlights all
environmental concerns and hazards in a project's vicinity to help with thejump start a project's analysis.
Jon created this program's figure templates and has created figures for dozens of the program's projects
each year.
GIS Analyst, United Water Conservation District, Multiple Species Habitat Conservation Plan
Ventura County, California
Jon served as lead GIS Analyst for this project which entailed gathering and documenting data from a variety
of sources, discussing data and graphical needs with the client, and producing the dozens of figures to
accompany a reworked habitat conservation plan highlighting select species of concern.
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Education
Master of Urban and Regional
Planning, University of
California, Irvine
BA, Urban Studies, University
of California, Irvine
Certificate, Geographic
Information Systems,
Pennsylvania State University
Certifications/
Registrations
Wetland Training Institute -
Wetland Delineation
Certification
Keelie N. Rocker
Senior GIS Analyst
Keelie Rocker is a Senior GIS Analyst whose experience spans across public and
private sectors. In her 8 years in environmental consulting, she has worked on
and led permitting and GIS analysis for the state's largest mitigation banks,
private development projects, and large-scale utility projects. Recently, her
focus has been on fire hardening and vegetation management efforts for utility
companies in California.
Experience
Lead GIS Analyst, 4Leaf, Napa & Sonoma Developer Mapping Tool
Napa & Sonoma Counties, California
Keelie serves as the lead GIS Analyst for the Napa & Sonoma Developer Mapping
Tool, which is an online application which allows developers to provide feedback
on whether or potential housing sites would be suitable for various types of
development. Keelie is responsible for interfacing with the client to determine
needs, developing the application, and maintaining the source database and
online application.
Lead GIS Analyst, City of Bakersfield, General Plan/ Housing Element Update
Bakersfield, California
Keelie serves as the lead GIS Analyst for the City of Bakersfield General Plan and
Housing Element update efforts. This effort includes developing a parcel
dataset, incorporating important planning and environmental layers, to be used
as part of customized online web applications and public participatory tools to
assist in document updates and site selection.
Lead GIS Analyst, Southern California Edison, Environmental Clearance Project
Statewide, California
Keelie serves as the lead GIS Analyst for this multi -county utility clearance
project. She oversees the construction of field data collection tools and
applications, desktop review applications, custom Survey 123 forms, and
mapping of project components. Keelie created the GIS and data collection
workflows that streamline and increase efficiency across the project. She is
responsible for data management including review and QA/QC of project data
deliverables and field data.
Lead GIS Analyst/Program Lead, Southern California Edison, Small Mammal
Support
Statewide, California
Keelie serves as the lead GIS Analyst for the Small Mammal Support program for
Southern California Edison. She manages the creation of species -specific range
maps, which includes database management and review of historic data
sources. Keelie coordinates with biologists from Southern California Edison to
refine species range maps.
GIS Analyst, Southern California Gas Company, Line 247 Digs 9 and 10 Project
Santa Barbara County, California
Keelie serves as a GIS Analyst on the Line 247 Digs 9 and 10 Project for Southern
California Gas Company. She is responsible for the management and analysis of
jurisdictional delineation and vegetation survey data. Keelie uses her knowledge
of hydrologic resources to complete impact calculations and mapping for waters
permit packages.
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Previous Work Experience
Project Manager/GIS Specialist, Southern California Edison, Vegetation Management Projects
Statewide, California
Under previous employment, Keelie created and managed a large-scale database of all Southern California
Edison pole locations as part of their Vegetation Management Projects. As part of this, Keelie was
responsible for the analysis and mapping associated with submittals to the United States Forest Service, as
part of the Master Special Use Permit (MSUP). Keelie led the effort to create a master Environmentally
Sensitive Areas database for Southern California Edison to use across projects, which incorporated a
number of biological, hydrological, and administrative datasets that spanned Southern California Edison's
service territory. Additionally, Keelie participated in wetlands/waters subject matter expert meetings and
assisted with wetlands/waters desktop reviews.
Lead GIS Specialist, San Diego Gas & Electric, Cleveland National Forest Fire Hardening & Safety Project
San Diego County, California
Under previous employment, Keelie served as lead GIS Specialist on the San Diego Gas & Electric Cleveland
National Forest Powerline Replacement Project. Over the course of this multi -year and multi -phase project,
Keelie was in charge of the full spectrum of data collection tasks, client meetings to review project data and
design, and all mapping and environmental analysis associated with the project's 150-miles of wood -to -steel
conversion.
Lead GIS Specialist, San Diego Gas & Electric/Southern California Gas Company, Line 1600 PSEP
San Diego County, California
Under previous employment, Keelie served as lead GIS Specialist on San Diego Gas & Electric/ Southern
California Gas Company's Line 1600 PSEP Project.
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Education
BA Geography, University of
California, Santa Barbara
Certification
Remote Pilot Small
Unmanned Aircraft Systems,
Certificate Number: 3999188
Doug Carreiro
GIS Analyst
Doug Carreiro is a GIS Analyst and Remote Pilot with professional experience
utilizing GIS, GPS, and graphics production in industries including agriculture,
education, insurance, and environmental consulting. His expertise includes
geospatial analysis, imagery analysis, cartography, GPS data processing, Python
GIS tool scripting, graphic design, and has extensive ESRI ArcGIS and QGIS
software experience.
Experience
GIS Analyst, City of Marina, Housing Element Update
Marina, California
Doug worked with city planners to conduct an on -site inventory of the City's GIS
data which included shapefiles, geodatabases, rasters, ArcGIS Enterprise Server
data, as well as physical maps and documents. The data was then analyzed via
geometry and metadata for accuracy, completeness, and usefulness. A custom-
built interface was created utilizing ArcGIS Online Experience Builder where city
planners could view, filter, and modify the data in real time, minimizing lag time
and allowing Rincon to update the datasets quickly and efficiently.
GIS Analyst/Graphics Team Lead, Southern California Gas Company, Pipeline
Safety Enhancement Project
Statewide, California
Doug acted as Graphics Team lead overseeing GIS operations for the multitude
of projects in the PSEP program. GIS efforts include running PSEP specific data
modeling, analyzing, preparing, and organizing GIS data, creating report ready
figures, and supporting field efforts with equipment such as Trimble R1 and field
tablets utilizing ArcGIS Collector and Survey123, and desktop reviews using
ArcGIS Online.
GIS Analyst, City of Greenfield, On -Call GIS Support
Greenfield, California
Doug was responsible for providing GIS support for the City of Greenfield
California. Doug provided zoning and land use maps, development tracking maps,
presentation figures, and spatial analysis.
Program Manager/Remote Pilot, Rincon Consultants, Unmanned Aerial Vehicle
Program
Statewide, California
Doug oversees and conducts aerial mapping utilizing an Unmanned Aerial Vehicle
(UAV), or drone. The UAV program was designed to collect high -resolution,
georeferenced aerial imagery for use in project mapping and GIS projects. The
program was developed as a cost-effective way of receiving quality,
contemporary imagery for sites under a few hundred acres and away from urban
areas.
GIS Analyst, South San Luis Obispo County Sanitation District, Wastewater
Treatment Plant Redundancy Project
Oceano, California
Doug developed and manages a database of regional weather, tide, wave, and
water level measurements for this project which involves the construction and
operation of backup infrastructure at the district's wastewater treatment facility
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in Ocea no. The database is used to evaluate conditions associated with flooding events that have the
potential to impact facility operations. The project is intended to provide redundancy to allow major process
units to be removed from service for maintenance without risking violation of effluent permit limits. In
support of Clean Water State Revolving Fund and United States Department of Agriculture funding pursuits
for the project, Rincon prepared technical studies compliant with CEQA-Plus and NEPA requirements.
Technical studies include an Environmental Report for Categorical Exclusion, a Federal Clean Air Act
Conformity Analysis, a Cultural Resources Assessment, and a Biological Evaluation. Rincon is currently
conducting Coastal Hazards Monitoring and Reporting as required by the project's Coastal Development
Permit for the construction and installation of the new redundancy infrastructure and other improvements
to the District's Wastewater Treatment Plant.
GIS Analyst, City of West Covina, West Covina City General Plan
West Covina, California
Doug worked on the Citywide General Plan Update. He used Spatial analysis to create noise impact contours
of major roads and transportation infrastructure. He also prepared maps for the CNDDB, Critical Habitat, and
vegetation community analysis using data gathered from various sources.
GIS Analyst, MNS Engineers, Inc., Laguna Lake Dredging Project
San Luis Obispo, California
Doug served as a GIS analyst for this project to dredge lake within a park in San Luis Obispo. He prepared,
corrected, and utilized Trimble GPS data for use in spatial analysis. He also georeferenced, digitized, and
converted data from various sources and formats to conduct spatial analysis for a multitude of project
reports.
GIS Analyst, Tetra Tech, Inc., Templeton-Atascadero Connector Project
Atascadero, California
Doug served as a GIS analyst for this project involved construction of as multi -use pathway between
Templeton and Atascadero. He created USACE/CDFW Jurisdictional Delineation calculations and graphic
production. He also conducted temporary and permanent vegetation impact analysis using CAD and field
survey data.
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0
w.
Education
BA, Environmental Business,
minor in Spatial Analysis and
GIS, University of Redlands
Max Antono
GIS Analyst
Max is an analytical and detail -oriented GIS Analyst with 2+ years of experience
within the A/E/C industry. He has a proven ability to combine strong cartography
and organizational skills to make informed decisions regarding land utilization
through spatial data analysis. Max is well -versed in using a multitude of ArcGIS
products such as ArcGIS Pro and ArcGIS Online, as well as other software
systems. Recently, his focus has been on housing element and general plan
update efforts for various cities and counties in California.
Experience
GIS Analyst, City of Bakersfield, General Plan/ Housing Element Update
Bakersfield, California
Max serves as a GIS Analyst for the City of Bakersfield General Plan and Housing
Element update efforts. This effort includes developing a parcel dataset and
creating and customizing important critical planning and environmental GIS
layers. These GIS layers are used as part of customized online web applications
and public participatory tools to assist in document updates and site selection.
GIS Analyst, City of West Hollywood, Housing Element Update
West Hollywood, California
Max serves as a GIS Analyst for the City of West Hollywood Housing Element
update efforts. This effort includes developing a parcel dataset, assisting Rincon
planners in the site selection analysis for potential unit development, and
creating customized online web applications and public participatory tools.
GIS Analyst, Kern County, RHNA GIS Portal
Kern County, California
Max serves as a GIS Analyst for the Kern County RHNA Housing Allocation GIS
Portal effort. Development of this GIS portal includes the ability to review critical
information and various GIS datasets that contribute to the decisions behind
RHNA unit allocation. The GIS portal allows users to explore specific parcels
within a city and evaluate the potential number of units each parcel could
support.
GIS Analyst, Southern California Edison, Environmental Clearance Project
Statewide, California
Max serves as the GIS Analyst for a utility clearance project with Southern
California Edison. He assists in the construction of field data collection tools and
applications, desktop review applications, and mapping of project components.
Max assists in the preparation of GIS and data collection workflows that
streamline and increase efficiency across the project.
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Previous Work Experience
GIS Analyst, Coachella Valley Association of Governments, CVAG Traffic Signal Synchronization Program
Phasell
Coachella Valley, California
Under previous employment, Max worked with the Lead Environmental Planner to perform GIS due diligence
regarding potential project impacts regarding Farmland, FEMA Flood Zones, Hazardous Materials, and Tribal
Land. He utilized ArcGIS Collector to collect field data on 20 traffic corridors and 128 intersections
throughout the Coachella Valley regarding potential ground disturbing impacts. In addition, Max designed a
custom geodatabase on ArcGIS Pro to effectively manage large amounts of field data in order to create high
quality graphics and project deliverables for inclusion within the final environmental impact report.
GIS Analyst, City of National City, Amortization of Westside Specific Plan
National City, California
Under previous employment, Max reviewed 125 parcels for neighborhood impacts and business operations
related to the Westside Specific Plan area using buffers, spatial overlays, and distance calculations. He
utilized ArcGIS Survey123 to accurately collect field data to upload to a custom geodatabase on ArcGIS Pro
and created web maps on ArcGIS Online with to share and visualize potential impacts with City staff. Mr.
Antono coordinated directly with City staff to present a finalized ranking of properties for their consideration
for Amortization.
GIS Analyst, Imperial County, Glamis Specific Plan
Imperial County, California
Under previous employment, Max worked with the Lead Environmental Planner to perform preliminary GIS
due diligence regarding Hazardous Materials, Biological Resources, and Hydrology related to the proposed
Glamis Specific Plan. He collaborated closely with engineering department to convert AutoCAD files into GIS
format to create high quality graphics for the client and managed and produced varying physical site plans
for the project team.
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Education
BS, Geographic Information
Systems, Oregon State
University
Katherine Castanon
GIS Analyst
Katherine is an analytical and detail -oriented GIS Analyst with 2+years of
experience utilizing Esri and Adobe software in a professional and academic
setting. Her current duties at Rincon include spatial analysis, graphic design, and
cartography. She has a proven ability to combine strong cartography and
organization skills to make informed decisions regarding land utilization through
spatial data analysis.
Experience
GIS Analyst, City of Berkeley, Housing Element
Berkeley, California
Katherine assists in providing graphics for the Housing Element. She works
closely with Rincon planners and provides calculations using various datasets.
She reviews the quality of source material provided by the client and confirms
the resolution is sufficient for use. She currently assists with any figure of filing
updates on the project.
GIS Analyst, City of Moraga, General Plan EIR
Moraga, California
Katherine assists in providing graphics for the General Plan EIR. She works
closely with Rincon planners for land use calculations and graphics to ensure
quality and consistency. She reviews the quality of source material provided by
the client and confirms the resolution is sufficient for use. She is currently
responsible for any figure of filing updates on the project.
GIS Analyst, City of Orinda, Downtown Precise Plan EIR
Orinda, California
Katherine assists in providing graphics for the Downtown Precise Plan EIR. She
uses a variety of techniques in Adobe Illustrator to convert multiple site plan
documents into Rincon specific figures. She works closely with Rincon planners
for land use calculations and graphics to ensure quality and consistency. She is
currently responsible for any figure of filing updates on the project.
Previous Project Experience
GIS Analyst, Multiple Cities, ARCGIS Online Organizations
San Joaquin Valley, California
Under previous employment, Katherine previously managed ArcGIS Online
Organizations for five cities in California's San Joaquin Valley and supported the
cities in their land use planning and public works operations. She collaborated
closely with the engineering department to convert AutoCAD files into GIS
format to create high quality graphics for the client. She was responsible for
maintaining and updating reference data used in graphics.
EXHIBIT A
SCOPE OF SERVICES
e. Firm Ownership and if Incorporated, List the State in which the Firm is
Incorporated and the Date of Incorporation
Rincon Consultants, Inc. is a California "S" Corporation. It was incorporated on December 5, 1994.
f. If the Firm is a Subsidiary of a Parent Company, Identify the Parent
Company
Rincon is not a subsidiary of a parent company.
g. Statement Of Qualifications
Rincon Consultants, Inc. is a multi -disciplinary environmental science, planning, and engineering consulting
firm that provides quality professional services to government and industry. Our principal service is to
provide environmental support and scientific research to create and sustain innovative solutions to natural
resource, sustainability, and environmental impacts. Rincon prides itself on the considerable depth of its
staff, which includes certified GIS professionals, urban planners, environmental scientists and engineers,
accredited LEED professionals, noise and air quality experts, geologists, biologists, and cultural and
historical resource specialists. Our approach to every project is centered upon the design and development
of innovative solutions that respond to our clients'specific needs in a cost-effective manner.
Rincon has been providing GIS services since 1994. Decades of experience provides us with a unique
perspective on the GIS process and allows us to apply that knowledge and experience to every project we
undertake. Rincon is an Esri Silver Network partner and holds an Esri ArcGIS Online Specialty designation.
Our 17-person GIS team has over 80 years of collective GIS experience and includes certified GIS
professionals (GISPs), Esri certified ArcGIS Desktop Professionals, staff with specific experience in GIS
modeling and network analysis, and staff with specific experience helping city agencies develop
authoritative enterprise GIS systems. The Rincon team has worked with over 100+ public agencies and
municipalities across California to provide professional GIS consulting, services, and solutions. Through this
work we understand the GIS needs of municipalities and have responded with GIS solutions that fit their
needs, infrastructure, and budget.
As part of the City of Rancho Mirage's General Plan Update, Rincon gathered and digitized City datasets and
implemented an internal and external web -based GIS mapping application that allows city staff to review and
explore their data, which continues to provide efficiencies and cost savings throughout multiple City
departments. Rincon's work for the City of Rancho Mirage won an APA Best Practices award.
Rincon has also provided similar GIS services to the cities of Colton, Lake Elsinore, Simi Valley, Oxnard, and
Seaside in the form of GIS system set up, on -call GIS services, adjunct staffing, database development, and
custom web application development.
When hired, we will act as an extension of the City of La Quinta team to develop the City's GIS program and
educate staff on best practices. By managing this project with a focus on three primary objectives -
economic efficiency, technical excellence, and sustainable approach - we can provide superior service that
efficiently and effectively meets the needs of the City.
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h. Project Understanding and Approach
Project Understanding
We understand that the City has recently procured an upgrade from its current licensing and permitting
software to Tyler's EnerGov(EPL) permitting system, which is anticipated to take place around August 2023.
The City's existing current permitting software, TRAKiT, is not user friendly for residents or staff and does
not allow for GIS integration. Tyler's EnerGov(EPL) system integrates Esri's ArcGIS platform within its
software design, allowing users to automate and centrally connect critical processes which include licensing
and regulatory, permitting and land management, asset management, citizen requests, and response
functions. Goals of the Tyler system integration include creating a user-friendly experience for residents and
businesses who wish to obtain information on parcels, potential project or upgrade costs, and the ability to
integrate online mapping tools for easy communication. These goals share many of the same objectives
which the Rincon team has envisioned regarding the implementation strategy and framework design for the
City of La Quinta's enterprise GIS.
Based on our team's previous history with the City of La Quinta and subsequent conversations with Mr. Kinley
and Mr. Villalpando, we understand that the City is currently planning for both a successful GIS EnerGov EPL
integration and an expansion of GIS capabilities within the City. To support this, high -priority GIS data such
as parcel, zoning, and general plan layers will need to be developed before full implementation of the EPL
system. The tasks outlined in Section I, Scope of Work, and Section 4, Additional Services below will allow
the City to concurrently upgrade its GIS to successfully implement the EPL system and provide additional GIS
related utility outside of the EPL environment so that City staff can conduct independent GIS data queries,
spatial analysis, collaboration, and outreach. Additionally, the Rincon team will develop a centralized GIS
resource portal and web application enable the sharing of data with a variety of stakeholders.
Rincon plans to accomplish this by creating a detailed scope of work for the City of La Quinta's GIS needs.
Through the scope of work, Rincon proposes developing a foundation for the City's GIS program to centralize
important GIS layers to a new shared network location, a training curriculum on effective use of the GIS
platform, the creation of high priority GIS data layers, enhancement of the City's existing ArcGIS Online
services, development of a GIS reference "knowledge bank", initiation and facilitation of quarterly GIS
stakeholder meetings, and to establish data sharing protocols and collaboration with local and partner
agencies.
Project Management Approach
The consistent and effective application of robust quality assurance/quality control (QA/QC) procedures is
central to successful project/program delivery. The following sections discuss the primary principles and
practices Rincon routinely implements to ensure that our contractual obligations to the client are met; our
work is conducted in a safe, secure, efficient, and defensible manner; and that the final product of our
efforts satisfy the needs of the City, both on time and within budget. These objectives will allow Rincon to
provide the City with consistent, technically sound, and sustainable solutions for all of its GIS needs.
Project Management
We believe that project management is an integral part of a project's success. We communicate with the
client staff throughout the course of the project and provide any technical assistance as needed. This
provides us with consistent control of program costs, schedule, staffing, technical performance,
deliverables, and subcontractors. Our program management and control systems ensure that the quality of
the work conducted meets or exceeds all our client's contract requirements. The Rincon Project Manager will
be the primary point of contact for the City and oversee the Rincon team to ensure consistency in project
implementation and effective communication with City staff and other stakeholders, as appropriate.
EXHIBIT A
SCOPE OF SERVICES
Technical Direction and Control
In every project Rincon performs, we endeavor to provide our client with a high -quality product that meets or
exceeds expectations, and for which all applicable professional standards and regulatory requirements are
met. To meet this quality standard, QA/QC procedures are developed for each project at the planning stage,
outlining the management techniques to be used. Consistency in project implementation can provide the
City with a level of confidence that the same quality and rigor of analysis will be delivered on each deliverable
regardless of the scope or technical complexity.
Communication and Documentation Procedures
We understand that clear, concise, and thorough communication among team members is a critical
component in the successful implementation of every project. Rincon's project management
communication procedures are designed to accomplish the following objectives:
• Specify the formal communication and documentation procedures to be used by the team
• Institute a uniform method of recording actions and maintaining reference files
• Assure appropriate data flow to and between team members
The project manager is responsible for coordinating internal communication among the in-house team, as
well as with the client. To facilitate coordination and communication among staff members, we will
assemble as -needed planning and coordination meetings/teleconferences using an agenda developed and
circulated in advance. The project manager will convene these meetings to review work -in -progress, plans,
and schedules, and to ensure effective communication among the project team and with the client. The
objective of these meetings is to ensure that communication —internal and external —is clear and consistent.
As necessary or appropriate, formal letters are drafted to document matters such as significant project
milestones or changes in the schedule or cost.
Cost and Schedule Control
Rincon achieves cost, schedule, and resource control through the following three -step process: cost and
schedule baselines are established; actual cost and schedule data are available real time through the Ajera
software platform; deviations in cost or schedule performance are discussed internally, and if necessary,
with City staff and corrective actions are taken. Rincon uses Deltek Ajera°, a project -based accounting
system that controls all aspects of project management and accounting with real-time project information.
It gives managers access to review budgets and expenses, track both monetary and labor resources, and see
a snapshot of a project in real time. Ajera allows the creation of budgets and schedules to a level of
complexity commensurate with the project and its budget. The software provides a graphic Progress Report
that shows the relationship between the contract amount, time spent, expenses, and project percent
complete that, when compared against the project timeline, allows the project manager to rapidly determine
if the project is on time and on budget.
Problem Anticipation and Management
Rincon strives to implement all our projects in a smooth, measured and uninterrupted manner. However,
despite the best planning efforts, problems sometimes develop. Problems may range from small
inconveniences to issues of major importance. The best way to avoid problems is to be mindful of conditions
that may lead to up to or indicate development of a problematic situation, so that adequate adjustments may
be made in advance of experiencing difficulties. All our program and project managers have extensive
experience and have encountered and overcome project challenges before. Most problems develop in
response to conditions that differ from what was initially arranged or planned. With this in mind, one may
anticipate and mitigate most problems before they occur through the conscious and active practice process
of change management. The concept of change management is not new, but until recently has been
implemented more on an organization -wide level. Bringing awareness of change management into a task or
project has great benefits in efficiently and effectively adjusting work practices to accommodate and plan
responses to changes, and ideally avoid problems altogether.
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L Scope of Work
Rincon Consultants has provided similar services to many
municipalities throughout California and is an Esri Silver
Network Partner with a specialization in ArcGIS Online ArcGIS Online
solutions. Our team prides itself on being responsive and Specialty
providing the right solutions for our clients. Our philosophy is to
work closely with our clients to provide high quality professional
services at competitive rates and we welcome this opportunity
to further discuss your consulting needs.
With this in mind, Rincon Consultants is proposing to offer a suite of GIS services to the City consisting of
several tasks that are outlined further below.
At Rincon, we utilize a cloud -based GIS framework for data management and applications QA/QC, analysis,
mapping, and reporting. This system integrates ArcGIS Online web maps and field data collection
applications with management views, dashboards, and reporting tools to provide streamlined workflows for
our clients. Rincon also has extensive experience managing large, complex datasets for municipalities,
agencies, private entities, and utilities throughout the state. We maintain our data in line with industry -
accepted metadata and quality standards and always provide our clients with data packages that are
Correct, Clean and Complete. Because we work with a variety of public and private entities, we understand
the importance of maintaining the integrity and security of our GIS data.
Our GIS team has experience in advanced data creation, data management, geodatabase design, GIS server
deployment, GIS modeling, and custom application development. We are well versed in SQL Server,
permitting, planning, and asset management system integrations, and document management. As Rincon
continues to strive to be an innovator and differentiator within our industry, our team has been able to utilize
the power of GIS analytical models and scripting to automate complex GIS data analyses and repetitive data
management processes, thereby allowing our clients to make decisions faster and more efficiently.
Recently, many of Rincon's clients have enjoyed using interactive web portals to bring their projects to life.
By bringing together GIS data in addition to text, photos, and interactive widgets, our team can build a
custom GIS environment that enhances the user experience for public outreach, planning, or internal project
communication. Whether it's building custom web applications to display critical data or designing the
framework for data management, Rincon excels at helping our clients visualize their data and solve problems
efficiently.
Task i GIS Program Development
Rincon proposes developing a foundation for the City's GIS program to centralize important GIS layers to a
new shared network location, a training curriculum on effective use of the GIS platform, the creation of high
priority GIS data layers, enhancement of the City's existing ArcGIS Online services, development of a GIS
reference "knowledge bank", initiation and facilitation of quarterly GIS stakeholder meetings, and to
establish data sharing protocols and collaboration with local and partner agencies. These tasks will occur
concurrently with the implementation of Tyler's EnerGov EPL system and involve close coordination to
ensure data is compatible with the EnerGov system. Rincon plans to accomplish these goals and suggest
additional ways to assist the City in developing a GIS program that will exceed expectations.
Task 1.1 Needs Assessment
The first step in the development of any GIS system is a needs assessment that includes a comprehensive
review of the City's current systems and data with respect to the City's desired outcome. As part of a needs
assessment, Rincon will meet with the City of La Quinta to discuss the City's vision for a comprehensive GIS
system. We would then interview department staff, review the City's current hardcopy and digital assets
(spatial data, tables, hardcopy maps, as -built drawings, etc.), as well as the City's use of software such as
GoRequest and proposed use of Tyler's EnerGov(EPL) system. Rincon would also review the existing
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business processes and workflows for activities including permit management, code enforcement,
document management, and opportunities for outside agency collaboration and data sharing
The aim of the needs assessment is to identify key assets, people, systems, and processes that are currently
in place and discover opportunities for GIS to help create more efficient workflows, enhanced information
delivery, and better decision -making processes. The assessment also identifies gaps that exist between the
City's current and desired state and what is needed to address those gaps to create a successful outcome.
The needs assessment process culminates with a report that reviews the relevant information discovered,
describes the opportunities for GIS integration, outlines what systems, data, and integrations will be needed,
and provides a set of recommendations for the development of an enterprise GIS system.
Rincon staff have experience conducting and participating in GIS needs assessments for both small and
large municipalities, including the City of Lake Elsinore, CA; City of Colton, CA.; and the City of Sacramento,
CA.
Shortly following the kick-off meeting, Rincon will arrange a series of meetings to conduct research and
interviews with designated staff from the following departments or teams:
• Public Works
o Planning & Development
o Engineering
o Maintenance and
Operations
• Recreation/Community
Services
• Building Division
• Police
• Fire
• Code Enforcement
• Emergency Management
• City Manager
• Information Technology
The goal of these meetings is to ascertain the types of activities each department performs, existing
processes and workflows, available resources, and the work products each department produces. This
knowledge will help us understand the City's current environment, detect constraints or inefficiencies with
current business processes, and identify potential opportunities for efficiencies to enhance the City's GIS.
Rincon will conduct an initial meeting and then distribute a survey to gather further feedback from the
interviewed City departments. Rincon will then follow-up the survey with a second meeting where we review
feedback from the surveys and refine the needs, constraints, and opportunities expressed in the initial round
of interviews and follow-up surveys. Rincon will also schedule quarterly GIS stakeholder meetings to ensure
that the system exceeds the City's needs and desires.
As part of the needs assessment, Rincon will work with the City to define important reference datasets, such
as Riverside County's General Plan, Land Use, Zoning, and the City's parcel data. Rincon will also work with
the City to suggest other high priority layers to be incorporated into the GIS environment and GIS data
attribution which will add additional value for future analysis. Rincon will also coordinate with City staff
involved in the Tyler EnerGov (EPL) system integration to ensure that all data is structured properly for
successful integration and eliminate data redundancy.
The results of our meetings and surveys will be developed into a memo to the City that provides a summary
of identified requirements, constraints, and opportunities, along with recommendations for tasks needed to
move forward.
Task 1.2 GIS System Implementation Plan
Where the needs assessment process provides the roadmap for the development of an enterprise GIS, the
GIS System Implementation Plan provides the directions. The plan specifies the steps that need to be taken
to develop an enterprise GIS system given the City's current system and desired endpoint. The plan includes
a discussion of topics, such as:
• User Requirements
• System Design
• Required hardware and software
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• Integration with Tyler EnerGOV(EPL) system
• Departments and Users needing access to the system
• Licensing, security, and user access levels
• What methods users will use to access the system
• Core datasets that need to be developed or converted for inclusion in the GIS system
• How the GIS system should integrate with other permitting and tracking software used by the City
• How the GIS data will be regularly updated
• How often the GIS data will be updated
• How data will be reviewed for quality
• How errors will be resolved
Following development and approval of a GIS System implementation plan, the City would move to the
implementation phase. Most implementations begin with a pilot project in which the GIS system is
developed, data converted and integrated, and one or more applications are configured for use by a small
group of staff to test the requirements assumptions, data, database and integrations. The City's Tyler
EnerGov (EPL)team will be involved in this process to validate Rincon's approach and ensure no data
redundancy or structure changes are needed down the line. Changes to the GIS components are made based
on the feedback by the pilot test users and full implementation follows in which more data is converted and
integrated into the system and more applications are configured and rolled out to a broader assemblage of
departments and staff.
Full implementation can happen in one large and lengthy process in which the GIS is pilot tested and then
fully rolled out to the entire City at once, or implementation can occur as an iterative process in which data is
converted, integrated and applications are rolled out to smaller groups of staff on an on -going basis, often
by staff sharing a particular business process, or one department at a time.
Task 1.3 Base Dataset Development
Developing a Citywide GIS starts with establishing processes to ensure that the City's core base map data
sets are kept up to date. Base map datasets are the foundation a successful GIS as other layers are
developed from them, and they are used by all departments. These include:
• Parcels
• Addresses
• Streets
These layers also form the basis for the refinement of other datasets such as general plan, zoning, permits,
licenses and other layers that depend on boundary information. They need regular maintenance to remain
current as new developments are approved. This is often done by converting or digitizing as -built project
maps to add new parcels, centerlines and utility information. Additionally, data from both Tyler's EnerGov
(EPL) system can be integrated.
Subsequent to the Needs Assessment, Rincon will work with the City to update and develop processes for
managing these core datasets moving forward. What follows is a description of options the City should
consider in approaching the management of core base map data.
Parcels
With respect to Parcel data, there are two approaches:
• The City can rely on County parcel data and develop processes to ensure the City's parcel data is
regularly updated from County sources. While conceptually simple, the City must wait for new
developments to be added to the County parcel data which can complicate permit management as
constituents seek permits for parcels the City does not yet have in its GIS.
EXHIBIT A
SCOPE OF SERVICES
• The City can maintain its own parcel data. This provides the City with more control over its parcel data,
as the City can add the lots from new developments to its own parcel layer to ensure the lot lines remain
current. To be manageable, this process requires:
o Training staff to regularly edit the parcel layer to incorporate new lots and revise the layer once the
county assigns parcel numbers.
o Adopting digital submission requirements for permits in which developers would be required to
submit plans in CAD and/or GIS formats to facilitate adding new lots to the City parcel layer. The
requirements should also include CAD and GIS standards to ensure submitted data can be easily
incorporated into the City parcel layer.
Regardless of the approach the City prefers, Rincon will work with the City to develop processes and
templates for managing the City parcel data. Rincon advises the City to coordinate updates with Riverside
County.
Addresses
Because addresses are assigned by City governments, we recommend the City develop a process to manage
addresses in the City GIS so that the address layer is always current. This facilitates linking to permit
management systems. It will also facilitate delivery of new addresses to the County to be incorporated in the
County's address layer.
There are a variety of methods for easily managing an address layer that Rincon can work with the City to
establish and train City staff to use.
Streets
Management of Street data can be done with the same two approaches as parcel data.
• The City can rely on county street data and develop a process to regularly update the GIS from county
sources.
• Alternatively, because street names are also assigned by City governments, the City could choose to
manage its own street layer entirely and add new streets when adding new developments.
As with parcels, regardless of the approach the City prefers, Rincon will work with the City to develop
processes and templates for managing the City streets.
Rincon staff have experience implementing Esri's Local Government Information Model (LGIM)and
consulting on workflows to develop and maintain parcel data through as -built data conversions. We also
have experience helping municipalities with developing address layers and implementing GIS-based
address management solutions.
The City's GIS should also include critical utility infrastructure layers: networked datasets such as water
distribution systems, wastewater collection systems, fire hydrants, utilities, and more.
Rincon staff have experience helping agencies map utility above -ground utility infrastructure and
experience working with utility data models and application templates for stormwater management and
NPDES reporting needs.
Additionally, these base data layers will be formatted to adhere to standards and structure set forth by Tyler
Technologies, to eliminate the need for restructuring down the road when integrated.
*:/:11.) 6 W_1
SCOPE OF SERVICES
Task 1.4 Department Specific Data
With the processes for managing the City's core base map data in place, our attention can focus on
developing and/or updating data that specifically benefits one or more departments. These datasets are
often derived from parcel boundaries or street lines, which is why establishing the core base map data first
is important.
Which datasets to address and in what order for integration into the EPL system is determined during the
Needs Assessment. The general rule of thumb is to start developing or updating the datasets that benefit
the most departments and work towards developing and updating datasets that are more specific to a single
department. In this case, datasets that will require integration into the Tyler EnerGov EPL system will be
prioritized, including the required information and data structure. The priorities are determined during the
needs assessment process.
For this task, Rincon will work with the City to develop and/or update departmental datasets as needed and
incorporate them into the City's GIS. Rincon can also develop update processes and train City staff to update
departmental datasets.
Task 1.5 Integration of Tyler's EnerGov (EPL) system and Esri's ArcGIS platform
Rincon understands that the City has recently procured an upgrade from its current licensing and permitting
software to Tyler's EnerGov(EPL) system that is anticipated to take place around August 2023.Tyler's
EnerGov systems integrates Esri's ArcGIS platform within its software design, allowing users to automate
and centrally connect critical processes, including licensing and regulatory, permitting and land
management, asset management, citizen request and response functions. Goals of this integration include
reducing the need for redundant data input, reducing the reliance on staff to provide information to the
public, GIS integration, and increasing the availability of data and information online.
For this task, Rincon will work with the City to implement the ESRI-enabled software, Permitting and
Licensing, which is included in Tyler's EnerGov(EPL)system. The Licensing and Permitting system have
built-in applications that harness the power of GIS with multiple tools that utilize the foundations of spatial
data.
GIS data is a core part of the Tyler EnerGov(EPL) software. Rincon will provide the gap knowledge between
the city, Tyler's EnerGov(EPL) system, and GIS to ensure that the data collected is the most optimal
workflow for the city. Rincon will ensure the GIS products that are developed as part of this project will
integrate with the EnerGov permitting and licensing tool. Rincon will provide expert GIS knowledge to
personalize and manage the City's workflow and process of using EnerGov. To do this, Rincon will integrate
the Tyler EnerGov(EPL)database structure, the spatial data collection flow, analysis, and storage within the
Tyler's EnerGov(EPL) system. Additionally, Rincon will coordinate with the Tyler team on setup of the
EnerGov GIS Map, to link our systems and create a seamless database.
Task 1.6 Knowledge Bank and Sharing
Rincon staff have experience developing GIS datasets for small and large municipalities, including the City of
Rancho Mirage, City of Oxnard, City of Long Beach, City of Morro Bay, City of San Luis Obispo, City of Lake
Elsinore, City of Colton, and more. This includes parcel dataset updates, roadway mapping, and natural
resource mapping. Rincon has extensive experience converting CAD based engineering datasets, pdf maps,
and other data sources to properly formatted GIS datasets. Key datasets deemed important or useful to the
City will be formatted to a standardized structure and consolidated into a database. We assume up to 10
datasets will be prioritized, with additional datasets to be added via a time and materials cost modification.
To develop the City of La Quinta's "knowledge bank," Rincon proposes the development of a GIS database
that incorporates geospatial data that is deemed useful for decision making and tracking. This data will be
stored on an internal shared network server hosted by the City, along with a cloud -based citywide GIS Portal.
Storing the newly created GIS data in a geodatabase that is shared on a local drive would allow the users
from multiple departments to view and edit the data as needed, but control who has access to it.
*:/:11.) 6 -1
SCOPE OF SERVICES
Based on the City's needs, Rincon recommends using Esri's ArcGIS Online cloud -based system. This system
allows for cost effective, rapid deployment, modification, and expansion. This system is the industry
standard in for developing municipal mapping portals.
With a cloud -based Mapping and Data Management, City data can be centralized into one hub that contains
City base map data, field collected data, as well as maps and data from different departments and external
software programs. This will act as a project collaboration hub for all staff. Data management will be
streamlined from the development process through analytical reporting using a multi -tiered cloud -based
data management system. This application will serve as a project portal for all project data and will be
regularly updated with new or changing project data as data is collected and synchronized with the cloud
servers.
The City of La Quinta's portal users will be able to explore and visualize base maps, field collected data,
technical specialty maps, and other supporting datasets to enable the City's users to observe and analyze the
City information via interactive maps and/or live dashboards displaying charts and summaries of City data. In
addition, the project team's GIS staff can work directly with the portal data to quickly and easily create
report -ready mapping products.
Rincon has the ability to create both public and private -facing applications. The internal application will be
accessible by all staff who have been permissioned accordingly and feature near real-time data updates as
records are added and modified. Functionality such as filtering, property search, and chart/graph data
visualization can be included. An optional, external -facing application can be created to display and share
data with stakeholders and the public. Shown below is the City of Marina Public Data Viewer, which allows
the public to view data such as zoning, land use, and environmental data.
Possible datasets to be included are:
• City Boundary 0 Neighborhood Service Area
• Land Use • Coastal Hazard Zones
• Zoning • Faults
• Parks 9 Flood Zones
• Bike Lanes/Trails • Liquefaction
• Roads • Sewer Lines
• Public Service and Essential Facilities 9 Tsunami
• Historic Landmarks • Water Lines
• Land Use Opportunity Areas
*:/:11.) 6 -1
SCOPE OF SERVICES
City of Marian Public Data Viewer
Rincon will provide data support and technical support forth is application for the duration of the contract.
This will include modification of the portal based on out of the box functionality. This could include additional
tool additions, color or wording changes, map layer ordering, and the addition or removal of any of the
general plan data.
The ArcGIS Online system contains the flexibility and capability to expand in both size and functionality.
Additional viewing or editing licenses can be bought on demand as city staff or needs grow. Furthermore, the
City has access to all the ArcGIS online functionality that comes as part of this package, including readily
configurable public outreach tools like survey forms and story maps.
This system can link to other web enabled systems as well. If the City has a document management system
that contains a predictable URL based on APN, a dynamic URL that links to that page can be integrated into
the map.
Maintenance
Rincon staff also have experience maintaining GIS data on behalf of small and large municipalities, including
the City of Simi Valley, City of Ventura, City of Oxnard, and the City of San Luis Obispo.
As the GIS program is implemented and continues to grow, it must be maintained to ensure its data is
current. Thus, it is crucial that the City's implementation also address how the GIS data is to be kept up to
date. At a minimum, the City must ensure the following land base layers are kept current, as they contain
critical land base information and attributes necessary for integration with Tyler's EnerGov (EPL) system and
GoRequest and document management systems.
GIS maintenance services should also include regularly monitoring how well the applications are meeting
user needs and whether applications need to be revised to address needs for additional functionality or
changes in related ERP systems. New applications will be needed to meet growing City needs and new uses
of the City's GIS system.
*:/:11.) 6 -1
SCOPE OF SERVICES
Training
One of the most important components of any GIS system is user adoption. GIS Maintenance is not complete
without providing training and support to City GIS users.
As the City's GIS System grows and more departments are incorporated into the GIS System, the City will
develop increasingly broader and more sophisticated uses for its GIS. These new uses may necessitate
training new GIS users and providing additional training for current GIS users.
The City has requested training for 10-15 users. Rincon will provide virtual group training sessions (5), which
will be recorded for future employee onboarding. Rincon staff have years of experience providing GIS
training to municipalities. Among our staff are professionals with experience teaching GIS courses at
Community Colleges, Universities, Federal Agencies, and extended education colleges. Our staff have
provided instruction to numerous public agency technicians, analysists, and managers, as well as tribal
agency members, students, and non-profit staff.
Task 2 Hardware & Software Solutions
Rincon staff has extensive experience installing and configuring Esri applications, including Desktop, Server,
ArcGIS Online portals and GIS Dashboards. Our staff regularly utilize ArcGIS field -data collection tools,
including ArcGIS Online, ArcGIS Field Maps, Survey 123 for ArcGIS, and ArcGIS web application templates for
our project delivery. Additionally, through our Silver Network partnership with Esri, Rincon has access to the
latest Esri applications and specialized Esri support services we can bring to address our client's particular
needs. It is assumed that all hardware and software costs and licensing fees are paid for the by City.
Task 2.1 Hardware
Rincon is aware that the City has recently installed a new, well-equipped server that will be used exclusively
for GIS-related activities. Rincon proposes setting up a shared drive for all GIS databases, organized by
department and type of data.
During the needs assessment and implementation planning phase, staff who will be using locally installed
ESRI software rather than online cloud -applications and use will need to be provided with desktop
computers or laptops that meet ESRI's hardware requirements.
Task 2.2 Software
Rincon recommends that key users install the ESRI suite on their devices. All GIS data will be stored and
organized on a network drive. Users who have access to ESRI software will be "administrators" and will be
able to share data to the ArcGIS Online portal.
*A:11.) 6 W_1
SCOPE OF SERVICES
Task 3 Enterprise GIS Development
Rincon has experience with the development and implementation of enterprise systems. Enterprise GIS can
be defined as the implementation of GIS infrastructure, processes, and tools within the context of an
organization, enabling a set of capabilities and a process for establishing and maintaining that
infrastructure. It facilitates the storage, sharing, and updating of geospatial data, maps, and applications
that are used by an organization, stakeholders, and the public.
As highlighted in the Scope of Work, an ArcGIS Online portal -based system will provide the City of La Quinta
with a secure, cloud -based system that can be configured across multiple machines, at a much lower cost
than an Enterprise setup. A customized base deployment will centralize data management, mapping, and
collaboration throughout the organization. Rincon will work with the City to determine the most appropriate
server setup and structure.
Rincon will set up a customized ArcGIS portal for the City of La Quinta, complete with logos and specialized
content to establish a brand and style for the City. The portal homepage will display customized content in an
easy -to -understand format and act as a hub for all important datasets and maps - a "knowledge bank". The
portal can also act as a showcase for the City's favorite maps and applications. It is assumed that all ArcGIS
Online licensing and credit usage fees are the responsibility of the City.
Task 3.1 Security
To keep the City's data secure, an identity -based security model will be used to access content. Department
or project -specific groups will be created to ensure access is appropriately assigned. Rincon will work with
the City to determine the best log -in setting, depending on the City's current security and setup.
Portal administrators will be set as points of contact for the City's Enterprise system. Administrators will be
alerted when members request password resets, modify privileges, and make other account changes.
Rincon will create various roles within the organization, depending on privileges needed per user. By default,
there are five roles: Viewer, Data editor, User, Publisher, and Administrator. Custom roles can be created as
well. The number of Portal users is dictated by ESRI licensing. Thus, Rincon will work with the City to
determine the Portal requirements and recommend licensing changes to provide increasingly wider access
to other uses in the City organization. Rincon will also work with the City or develop ArcGIS Online groups and
user roles and processes for organizing the City base map and departmental layers.
Every GIS implementation will have different sets of users. While many staff can be serviced with online web
maps and applications, some staff are "power -users' and need access to the richer capabilities of Esri
Desktop products, and other staff may only access GIS in the field. Rincon can help the City get the most of
its GIS system by training these different types of users so that they know how to work with the applications
efficiently and productively.
Conclusion
Through Rincon's proposed scope of work, the City of La Quinta will have a foundation for their GIS program
to centralize important GIS layers and seamlessly integrate the Tyler's EnerGov (EPL) system, optimizing
their spatial data needs. Understanding the City's GIS needs, Rincon will provide trainings and services to the
City ensuring their future success utilizing geospatial data.
EXHIBIT A
SCOPE OF SERVICES
j. Implementation Plan
Rincon's Implementation Plan has been designed to take advantage of our large GIS team and complete
tasks concurrently. Portions of Task 1 will take place during or after Task 2 and 3, once meetings and
coordination with IT, City Departments, and Tyler staff have been completed. Trainings and stakeholder
meetings are dispersed throughout our Implementation Plan to gather feedback and provide the City with
context and information as systems are developed.
Ouarterly Meeting Schedule
January 2023 - First Quarter Stakeholder Meeting
April 2023 - Second Quarter Stakeholder Meeting
July 2023 - Third Quarter Stakeholder Meeting
October 2023 - Fourth Quarter Stakeholder Meeting
November 2022
Kick off Initial Meeting
• City staff and Rincon will kick off the project with a meet and greet to discuss the timeline and goals of
implementation. This will be the time for the project managers to adjust the timeline, ask questions, and
adjust before project implementation begins
November 2022—Dcccmbcr 2022
Task 1.1 Needs Assessment - Data & Systems Review
• Comprehensive review of the City's current systems and data with respect to desired outcome
o Hard copy and digital assets
o Current permitting and tracking systems used by City
o Comprehensive Draft Report
• Report that reviews the relevant information discovered, describes the opportunities for GIS
integration, outlines what systems, data, and integrations will be needed, and provides a set of
recommendations for the development of an enterprise GIS system.
• Organize meetings/interviews with department staff to identify key assets, people, and systems. Initial
survey to gather further feedback.
o Public Works - planning, building
o Recreation/Community
o Police
o Fire- Code Enforcement
o City Manager
o Information Technology
• Compile and interpret needs of city GIS system and how to implement, maintain, and optimize workflows
• Follow -Up survey with second meeting to review feedback from the surveys and refine the needs,
constraints, and opportunities expressed in the initial round of interviews
• Deliverable - Report Summary of identified requirements, constraints, and opportunities, along with
recommendations for tasks needed to move forward
• Second Quarterly GIS Stakeholder Meeting
EXHIBIT A
SCOPE OF SERVICES
November 2022—March 2023
Task 2.0 Hardware and Software Solutions
• Coordination with IT
• Implementation of drives for city use of GIS
• Installation of ESRI suite for key personnel
Task 3.0 Security
• Coordination with IT
• Identify portal administrators
• City staff training for key staff members and IT solutions
January 2023-April 2023
Task 1.2 GIS System implementation Plan
• Implementation of GIS system and how to integrate with Tyler's EnerGov(EPL) system
• Initial set of trainings for"GIS On -Boarding" for City staff including creating ESRI user accounts and
assignment of roles
Task 1.3 Base Dataset Development
• Citywide GIS development with establishing base map data
• Templates for managing city parcel data updates
• Templates for managing the city street data
• City staff training for GIS base map basics, street data, and city parcel data in ESRI GIS software
Task 1.4 Department Specific Data
• Development and updating of city specific data and associated departments
• City staff training for Department Data and Organization Best Practices
• Third Quarterly GIS Stakeholder Meeting
January 2023 - December 2023
Task 1.5 Implementation of Tyler's EnerGov (EPL) system and ESRI
• Coordination with City of La Quinta & Tyler staff at all steps of the project to ensure correct data
structure & content
• Provide gap knowledge to the city about how to collect, analyze, and store spatial data from EnerGov
• City staff training for ESRI and EnerGov
*:/:11.) 6 W_1
SCOPE OF SERVICES
April 2023—July 2023
Task 1.6 Knowledge Bank and Sharing
• Development and implementation of GIS database that incorporates all data that is deemed useful for
decision making and tracking.
• Upload data to shared Network, along with the development of cloud based citywide GIS Portal.
• Integration with Tyler's EnerGov(EPL) system/EnerGov GIS Map
• City staff training for GIS portal, local drives, and GIS Best Practices
• Fourth Quarterly GIS Stakeholder meeting
• Identify portal administrators
• City staff training for key staff members and IT solutions
*A:11-) 6 r_1
SCOPE OF SERVICES
Kick off Initial Meeting
Task1.1 N Needs
Assessment - Data &
Systems Review
Task 1.2 GIS System
implementation Plan
Task 1.3 Base Dataset
Development
Task 1.4 Department
Specific Data
Task 1.5 Implementation
of Tyler's EnerGov(EPL)
system and ESRI
Task 1.6 Knowledge Bank
and Sharing
Task 2.0 Hardware and
Software Solutions
Task 3.0 Security
EXHIBIT A
SCOPE OF SERVICES
2 References of California
Government Agencies
Our GIS staff have developed web mapping applications, maps, and publications for some of the most
challenging projects performed throughout the state of California. Our philosophy is to work closely with our
clients to provide high quality professional services at competitive rates and we welcome the opportunity to
further discuss your ongoing consulting needs.
Rincon has provided GIS services for 25 years to over 100 cities and municipalities; the following list
highlights select clients we have provided services for. For detailed project descriptions see section M Firm
Qualifications, below.
Rincon has provided GIS Services to the following cities:
Agoura Hills
Coachella
Long Beach
Perris
Santa Clarita
Alhambra
Coachella Valley
Los Osos
Piru
Santa Cruz
Antioch
Colton
Malibu
Pismo
Santa Maria
Arroyo Grande
Compton
Marina
Pomona
Santa Paula
Avalon
Concord
Merced City
Port Hueneme
Santee
Avenal
Corona
Millbrae
Rancho Cucamonga
Seaside
Azusa
Encinitas
Milpitas
Rancho Mirage
Simi Valley
Bakersfield
Fillmore
Monterey
Rancho Palos
Solvang
Bell Gardens
Goleta
Moorpark
Verdes
Stanton
Berkeley
Grover Beach
Morro Bay
Redlands
Thousand Oaks
Beverly Hills
Guadalupe
Murrieta
Redondo Beach
Union City
Buellton
Hacienda Heights
Nipomo
Redwood
Vacaville
Burbank
Hawthorne
Novato
Riverside
Ventura
Calexico
Hayward
Oakland
Sacramento
Visalia
Camarillo
Hermosa Beach
Oceanside
San Diego
Vista
Capitola
Hollister
Ojai
San Francisco
Walnut
Carmel
Hollywood
Ontario
San Jose
Watsonville
Carpinteria
Huntington Beach
Orcutt
San Juan
West Covina
Carson
Inyo City
Oxnard
Capistrano
Willowbrook
Castaic
La Canada Flintridge
Pacific Grove
San Leandro
Chico
Lake City
Palmdale
San Luis Obispo
Chino Hills
Lake Elsinore
Palo Alto
San Marcos
Chula Vista
La Verne
Pasadena
San Rafael
Claremont
Lompoc
Paso Robles
Santa Ana
Santa Barbara
Rincon offers extensive experience providing GIS services to California municipalities and our team brings
unique qualifications to assist with ensuring that projects will be managed in an efficient, transparent, and
ethical manner. The following projects highlight select experience relevant to the City's needs surrounding
this project.
*:/:11.) 6 W_1
SCOPE OF SERVICES
City of Marina
On -call GIS Services
Marina, California
Rincon assisted the City of Marina with creating a base inventory of existing GIS datasets, digitizing zoning
and general plan land use layers, and creating a web -based public parcel viewer, as part of a previous
contract with the City of Marina. Because the City of Marina has limited in-house GIS resources, they
requested Rincon's on -call GIS assistance to support their GIS needs. Rincon currently assists the City with a
variety of GIS services, including but not limited to, staff augmentation to provide on- or off -site GIS staff,
GIS data development and data conversion, integration of new systems and applications, field asset
inventories, and unmanned aerial systems surveys. Additionally, Rincon has provided the City with ArcGIS
Online setup and management, creating user access and permissions and managing these items. To
increase productivity and proper use of the system, Rincon has and will provide training on ArcGIS software
and ArcGIS Online use for City staff.
Reference Info:
Guido Persicone, Community Development Director
City of Marina, Community Development Department
211 Hillcrest Avenue
Marina, California 93933
831-884-12891 apersicone@cityofmarina.orq
Dates: May 2022 to Present
Staff: Jon Montgomery (GIS Manager, Senior GIS
Specialist)
Doug Carreiro (GIS Specialist)
Katherine Castanon (GIS Specialist)
*:/:11.) 6 W_1
SCOPE OF SERVICES
City of Rancho Mirage
General Plan Update and EIR
Rancho Mirage, California
Rincon assisted the City of Rancho Mirage with a technical update and redesign of its General Plan Update
that included a full -color online and print book and a highly interactive land use map. The project involved a
technical update for compliance with state law, and the development of an arts and culture element to
reflect the City's focus on art and cultural events as part of a vital community. The public outreach program
involved the development of posters and interactive workstations specially designed to convey the branded
aesthetics of the document and website design. Rincon facilitated two public workshops and presented the
plan with the City planning manager to the City Council for approval. Rincon also produced the EIR update
and performed scoping and community meetings for the CEQA component. Rincon's Rancho Mirage General
Plan won a Merit Award for Outstanding Planning Document from AEP, and the Merit Award for Best
Practices from the APA Inland Empire chapter.
Rincon's GIS department was involved in relating data form multiple sources, digitizing data, creating legible
General Plan graphics, and customizing a publicly viewable web application based on data from 20 different
General Plan maps.
Reference Info: Dates: January 2017 to December 2020
Jeremy Gleim, AICP, Development Services Director Staff: Jon Montgomery (GIS Analyst)
City of Rancho Mirage
69-825 Highway 111
Rancho Mirage, California 92270
760-328-2266, Ext. 2621 jeremyg@ranchomirageca.gov
EXHIBIT A
SCOPE OF SERVICES
City of Montcrey Park
On -call GIS Support Services
Monterey Park, California
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The Rincon team provides On -Call services to the City of Monterey Park by assessing and understanding the
City's current GIS needs. Rincon created and currently manages baseline and housing element datasets and
Rincon created and helped facilitate an ArcGIS Online Portal for the City.
The main goal of the Online Portal for the City is to explore different baseline and housing element layers.
The portal provides the City with a foundation for expanding to a Citywide GIS portal that can be used by City
Staff from various departments to look up parcel and address information and other specific information
contained in department data layers. Rincon worked with the City to determine the ArcGIS online
requirements and recommend licensing changes to provide more utilization and access to other users in the
City.
These components are hosted on Rincon's secure ArcGIS Online cloud platform and are updated regularly to
ensure the most up to date data layers are included for the City of Monterey Park.
Reference Info: Dates: June 2021- Present
Steven Sizemore, Interim Community Development Staff: Jon Montgomery(GIS Manager)
Director
City of Monterey Park
320 West Newmark Avenue
Monterey Park, California 91754
626-307-13241 SSizemore@MontereyPark.ca.gov
EXHIBIT A
SCOPE OF SERVICES
City of Sakcrsfidd
Housing Element and General Plan Update
Bakersfield, California
14
A
Rincon was selected by the City of Bakersfield to assist in a comprehensive General Plan Update with
associated zone mapping and Programmatic EIR that will evaluate the impacts of the General Plan Update
and include programmatic mitigation measures intended to streamline CEQA review of subsequent activities
that are consistent with the General Plan. The scope of work consists of visual branding and an extensive
community engagement program, including online resources, community workshops, pop-up events,
stakeholder interviews, and joint study sessions. Rincon's GIS team has been involved every step of the way,
providing the City with up-to-date parcel databases, customized web applications for data editing and
collaboration, as well as developing a story map to assist the public in understanding
Reference Info:
Dates: November 2021 to Present
Christopher Boyle, Development Services Director Staff: Keelie Rocker (Senior GIS Analyst)
City of Bakersfield Max Antono (GIS Analyst)
1715 Chester Avenue, 2nd Floor
Bakersfield, California 93301
661-326-37541 cboylePbakersfieldcity.us
EXHIBIT A
SCOPE OF SERVICES
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Napa and Sonoma Counties, California
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Rincon created and currently manages an interactive web mapping application that allows the public to
provide comments on potential housing sites throughout Napa and Sonoma Counties. Comments are
submitted and received directly through an
To provide this application with base data, Rincon also designed and managed a multi -county and multi -city
parcel database for the Napa -Sonoma Collaborative. Relating data from multiple public and municipal
sources, Rincon transformed the datasets into one cohesive database which was hosted on ArcGIS Online
and served as the basis for visualizing potential housing sites and allowing the public to comment on specific
locations.
This web mapping application also incorporates a customized Survey 123 form, designed to capture site -
specific information and public opinion. The survey results and data collected through the application are
available in a dataset to help inform decision making and future efforts.
These components are hosted on Rincon's secure ArcGIS Online cloud platform and are updated regularly to
ensure the most up-to-date data and sites are included.
Reference Info:
Elliott Pickett, Associate Planner
41-eaf, Inc.
130 Cremona Drive
Goleta, California 93117
530-230-73821 epickett@4leafinc.com
Dates: February 2022 to Present
Staff: Jon Montgomery(GIS Manager)
Keelie Rocker (Senior GIS Analyst)
*A:11.) 6 W_1
SCOPE OF SERVICES
3 Complete Pricing List
RINCON CONSULTANTS, INC.
Project
Cost Estimate
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Rincon Labor Classification
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Tasks
Labor Cost
Hours
$285
$164
$146
$131
Task 1: GIS Program Development
Task 1.1 Needs Assessment
84,160
27
2
5
10
10
Task 1.2 GIS System Implementation Plan
$T500
49
4
5
20
20
Task 1.3 Base Dataset Development
$10,932
78
8
30
40
Task 1.4 Department Specific Data
$9,472
58
8
20
40
Task 1.5 Integration of Tyler's EPL System
$19,806
130
10
10
60
50
Task 1.6 Knowledge Bank & Sharing
$14,040
94
4
20
30
40
Task Subtotal
$65,964
446
20
56
170
200
Task 2: Hardware & Software Solutions
S14,865
90
15
5
40
30
Task Subtotal
$14,865
90
15
5
40
30
Task 3: Enterprise GIS Development
$18,190
120
10
10
4060
Task Subtotal
$16,190
720
10
10
40
6o
Task6: Ongoing Maintenance
Task 6.1 Assume 3 hours support a week for one year
$22,152
15B
52
104
Task6.2 Stakeholder Meetings (Quarterly)
$3,5281
24
B
8
B
Task Subtotal
$25,680
180
60
8
N2
Tatal Hours
836
45
131
258
402
Direct Cost Detail
Vehicle Costs
$ -
Four Gas Monitor
$ -
Soil Vapor Extraction Monitoring Equipment
$
Flame Ionization Detector
$
Hand Auger Sampler
$
Water Level Indicator, DC Purge Pump
$
UAS Drone
$
L & H Dive Insurance
$ -
Standard Field Equipment Package
$ -
Manual enter 1
$ -
Manual enter 2
$
Rental Equipment 1
$
Rental Equipment 2
$
AGOL Organizational Account (Creator @ 60D+4 Mobile Workers @ 350)
Licenses
$
Subconsultant FeeSubtotal
$ -
Additional Costs
$
Summary
Professional Fees Subtotal $124,639
Direct Costs Subtotal
Professional Services -are based on Rincon's standard fee schedule and labor
classifications. The above is provided as an estimate of Rincon's effort pertask.
Rincon may reallocate budget between staff and tasks, ss long as the total
contract price is not exceeded.
Annual Escalation - Standard rates subject to 3 % escalation annually
EXHIBIT A
SCOPE OF SERVICES
Fee Schedule
Professional, Technical and Support Personnel*
Principal II
Hourly Rate
$295
Director II
$295
Principal 1
$285
Director
$285
Senior Supervisor11
$258
Supervisor 1
$240
Senior Professional II
$224
Senior Professional
$208
Professional IV
$184
Professional III
$170
Professional11
$153
Professional
$136
Associate III
$117
Associate II
$102
Associate 1
$95
Field Technician
$82
Data Solutions Architect
$175
Senior GIS Specialist
$164
GIS/CADD Specialist II
$146
GIS/CADD Specialist 1
$131
Technical Editor
$130
Project Accountant
$110
Billing Specialist
$95
Publishing Specialist
$105
Clerical
$95
* Professional classifications include environmental scientists, urban planners, biologists, geologists, marine scientists, GHG
verifiers, sustainability experts, cultural resources experts, and other professionals. Expert witness services consisting of
depositions or in -court testimony are charged at the hourly rate of $375.
Reimbursable Expenses
Photocopies- Black and White $0.20(single-sided), $0.40 (double -sided)
Photocopies -Color$1.50 (single -sided), $3.00 (double -sided)
Photocopies -11 x 17 $0.50 (B&W), $3.30 (color)
Oversized Maps $8.00/square foot
Digital Production $15/CD, $20/flash drive
Light -Duty and Passenger Vehicles* $88/day
4WD and Off -road Vehicles* $140/day
* $0.65/mile for mileage over 50 and forall miles incurred in employee -owned vehicles.
Other Direct Costs. Costs associated with the execution of a project, that are not included in the hourly rates above, are billed at
cost plus 15%. These may include, but are not limited to, laboratory and drilling services, subcontractor services, authorized
travel expenses, permit charges and filing fees, mailings and postage, performance bonds, sample handling and shipment,
rental equipment, and vehicles other than covered by the above charges.
Annual Escalation. Standard rates subject to 3.5 % annual escalation.
Payment Terms. All fees will be billed to Client monthly and shall be due and payable upon receipt or as indicated in the contract
provisions for the assignment. Invoices are delinquent if not paid within ten (10) days from receipt or per the contractually
required payment terms.
*:/:11.) 6 W_1
SCOPE OF SERVICES
Environmental Site Assessment
Soil Vapor Extraction Monitoring Equipment
Four Gas Monitor
Flame Ionization Detector
Photo Ionization Detector
Hand Auger Sampler
Water Level Indicator, DC Purge Pump
Natural Resources Field Equipment
UAS Drone
Spotting or Fiberoptic Scope
Pettersson Bat Ultrasound Detector/Recording Equipment
Sound Level Metering Field Package (Anemometer, Tripod and Digital Camera)
GPS (Sub -meter Accuracy)
Infrared Sensor Digital Camera or Computer Field Equipment
Scent Station
Laser Rangefinder/Altitude
Pit -fall Traps, Spotlights, Anemometer, GPS Units, Sterilized Sample Jar
Mammal Trap, Large/Small
Water and Marine Resources Equipment
Boat (26 ft. Radon or Similar)
Boat (20 ft. Boston Whaler or Similar)
Multi Parameter Sonde (Temp, Cond, Turbidity, DO, pH)with GPS
Water Quality Equipment (DO, pH, Turbidity, Ref ractometer, Temperature)
Ref ractometer(Salinity)orTurbidity Meter
Large Block Nets
Minnow Trap
Net, Hand/Large Seine
Field Equipment Packages
Standard Field Package (Digital Camera, GPS, Thermometer, Binoculars, Tablet,
Safety Equipment, and Botanic Collecting Equipment)
Remote Field Package (Digital Camera, GPS, Thermometer, Binoculars, Tablet and
Mifi, Delorme Satellite Beacon, 24-Hour Safety Phone)
Amphibian/Vernal Pool Field Package (Digital Camera, GPS, Thermometer,
Decon Chlorine, Waders, Float Tube, Hand Net, Field Microscope)
Fisheries Equipment Package (Waders, Wetsuits, Dip Nets, Seine Nets, Bubblers,
Buckets)
Underwater and Marine Sampling Gear(U/W Photo/Video Camera, Scuba Equipment
(Tanks, BCD, Regulators, Wetsuits, etc.)
Marine Field Package(PFDs- Personal Flotation Devices, 100-foot Reel Tapes with
Stainless Carabiners, Pelican Floats, Underwater Slates, Thermometer,
Refractometer, Anemometer, Various Field Guides)
Insurance, Hazard and Fees
Historic Research Fees
L&H Dive Insurance
Level C Health and Safety
$155
$133
$107
$80
$60
$45
$268
$165
$165
$110
$65
$55
$22
$11
$9
$1.50/$0.50
$600
$335
$165
$60
$37
$110
$95
$55
$110
$140
$165
$55
$55/diver
$55
$50
$55/diver
$65/person
*:/:11.) 6 W_1
SCOPE OF SERVICES
4 List of Complementary Services
Offered by Proposer along with
Corresponding Prices
Additional services that Rincon believes would benefit the City of La Quinta are listed below. Rincon's staff
rates are shown in the Fee Schedule. Our standard fee for GIS services range between $131- $164/ hour on a
time and materials basis. Rates may be negotiated based on tasks needed and the duration of the projects.
Stan Augmentation
Rincon can expand the City's existing staff by providing on- or off -site GIS staff to assist with GIS data
conversion and editing activities during times of heavy activity.
GIS Data Development/Data Conversion
Converting data for use in a GIS is a time intensive process that is usually best to outsource so that existing
staff can focus on their core work. Rincon has the capability to handle small and large conversionjobs from
scanning as-builts to integrate into the City's GIS system, to digitizing new parcels, addresses, and streets
for proposed development projects.
Data Integration
As new systems and applications are brought into use by the City, Rincon can assist the City with ensuring
these applications can be integrated into the City's GIS system for one -stop visualization and mapping
Field Asset Inventories and Data Collection
Part of building out an enterprise GIS system requires locating and mapping infrastructure assets. From
storm drains, streetlights, to swing sets and trees, Rincon can help. Our staff can configure the GIS
databases, data collection applications and perform the field data collection, or we can train the City's staff.
Rincon is an ArcGIS Online Specialty provider and well versed in setting up and using Esri's field -data
collection applications: ArcGIS Collector, Survey 123, including integrating these applications with sub -
meter GPS systems.
Workflow Automation
Many cities have processes that are tedious and manually intensive. Our GIS team manages large datasets
and analyses that involve many manual steps. If staff find themselves copying and pasting information from
one source to another, there's usually way we can automate that. We are adept and using a variety of
different technologies to convert, integrate and manage data. From ArcGIS Model Builder to Microsoft SQL
Server Integration Services, to Python and PHP scripting and Visual Studio applications, we can help ensure
city staff do not have to enter data into two different systems or copy and paste data from different
applications.
Custom Mapping Services
Rincon's GIS team produces thousands of maps per year. From land use and zoning maps to field atlas maps,
our team is adept at creating any map product the City could need. Rincon can also make map templates for
the City to use in developing their own maps.
*:/:11.) 6 W_1
SCOPE OF SERVICES
5 Staffing and Project Organization
Staff Organization
Doug Carreiro Max Antono Katherine Castanon
Solutions Architec GISAnolyst GIS Analyst
Key Staff
Rincon has assembled a team of highly skilled GIS professionals who combine extensive technical
qualifications and decades of experience working in the region. Resumes for all key team members are
included on the following pages. Rincon will work with the City during the needs assessment and
implementation plan development to understand the City's geospatial needs.
Rincon will provide the City with reports and memorandums documenting the steps taken and will be in close
communication with the City's stakeholders. City feedback and questions are welcomed. Rincon will work
with the City to establish a City of La Quinta Technical Lead to act as a point of contact and coordinate staff
feedback, as well as act as a liaison between Rincon and Tyler Technologies.
Craig Huff I Director and Contract Administrator
As a Vice President and Chief Information and Security Officer, Craig Huff leads the
IT and Cybersecurity direction for the firm as it relates to collaboration, data
security, operations, and backend architecture to support all of Rincon's 400+
valued staff wherever they happen to find themselves, be it in the office or in the
field conducting a survey. Craig also oversees the management of Rincon's
Geographic Information System (GIS) team and leads Rincon's Idea's Lab, an
internal vetting team that makes internal and Client driven innovations come to life.
With over 15 years of experience at Rincon, Craig has developed and configured a
variety of critical tools and processes that has allowed the firm to scale to become
one of the leaders in our industry. Craig has provided project oversight and consultation on various GIS
projects, including for the City of Marina On -call for GIS Services and the City of Rancho Mirage Housing
Element.
*:/:11.) 6 W_1
SCOPE OF SERVICES
Jon Montgomery) Project Manager
Jon Montgomery oversees Rincon's GIS department and specializes in data
management, custom mapping tool development, spatial analysis, and graphics
production. His expertise includes extensive ESRI software experience, field tool
equipment management, python programming, Adobe product suite software, CAD,
and open source solutions. Jon's 10 years of GIS experience include working with
regional and local government agencies, nonprofit organizations, and private firms
to provide the highest quality analysis and products.
Keelie Rocker I Senior GIS Analyst
Keelie Rocker is a Senior GIS Analyst whose experience spans across public and
private sectors. In her 8 years in environmental consulting, she has worked on and
led permitting and GIS analysis for the state's largest mitigation banks, private
development projects, and large-scale utility projects. Recently, her focus has been
on fire hardening and vegetation management efforts for utility companies, as well
as building custom web applications for cities and counties across California.
Doug Carreiro I Solutions Architect
Doug Carreiro is a GIS Analyst and Remote Pilot with professional experience
utilizing GIS, GPS, and graphics production in industries including agriculture,
education, insurance, and environmental consulting. His expertise includes
geospatial analysis, imagery analysis, cartography, GPS data processing, Python GIS
tool scripting, graphic design, and has extensive ESRI ArcGIS and QGIS software
experience. Most recently, Mr. Carreiro worked with City of Marina planners to
conduct an on -site inventory of the city's GIS data, which included shapefiles,
geodatabases, rasters, ArcGIS Enterprise Server data, as well as physical maps and
documents. He has also provided on -call GIS support to the City of Greenfield.
Max Antono I GIS Analyst
Max Antono is an analytical and detail -oriented GIS Analyst with 2+ years of
experience within the A/E/C industry. He has a proven ability to combine strong
cartography and organizational skills to make informed decisions regarding land
utilization through spatial data analysis. Max is well -versed in using a multitude of
ArcGIS products such as ArcPro and ArcGIS Online, as well as other software
systems. Recently, his focus has been on housing element and general plan update
efforts for various cities and counties in California
Katherine Castanon I GIS Analyst
Katherine Castanon is an analytical and detail -oriented GIS Analyst with 2+ years of
experience utilizing Esri and Adobe software in a professional and academic
setting. Her current duties at Rincon include spatial analysis, graphic design, and
cartography. She has a proven ability to combine strong cartography and
organization skills to make informed decisions regarding land utilization through
spatial data analysis.
*:/:11.) 6 W_1
SCOPE OF SERVICES
6 Subcontracting Services
Rincon will not be subcontracting any portion of this contract.
*:/:11.) 6 W_1
SCOPE OF SERVICES
7 Disclosures
Rincon does not have any conditions to disclose regarding bankruptcy, pending litigation, planned office
closures, mergers) or any organizational conflicts of interest that may affect the ability of Rincon to perform
the required duties.
Rincon certifies that it has not been debarred, suspended or otherwise declared ineligible to contract with
any other federal, state or local public agency.
EXHIBIT A
SCOPE OF SERVICES
8 Explanation of Methodology
As outlined in the Scope of Work, Rincon will meet with the City to conduct a needs assessment to include a
comprehensive review of the City's systems and data needs and desired outcome.
The first step in the development of any enterprise system is a needs assessment that includes a
comprehensive review of the City's current systems and data with respect to the City's desired outcome. The
main goal of the needs assessment is to identify key assets, people, systems, and processes that are
currently in place and discover opportunities for GIS to help the city with more efficient workflows,
information delivery, and better decision -making process. The assessment also identifies any gaps that
exist between the City's current and desired state.
During a needs assessment, Rincon would meet with the City's key staff to discuss the City's vision for a
comprehensive GIS system. During this time Rincon staff will do a comprehensive review of the City's current
systems and data by working closely with city staff. The comprehensive data catalog will be a report that
outlines the current system and data. The review will also include necessary integrations and provide a set of
recommendations for the development of an enterprise system.
We would then interview stakeholder department staff to identify key assets, people, and systems. The
interview will include a survey for initial feedback to understand City Staff Member needs. Rincon staff will
then compile and interpret the needs of the City's GIS system and create a plan to implement and optimize
GIS workflows that integrate into the City's system. This will be delivered as a Report Summary that has
identified requirements, constraints, and opportunities, along with recommendations for tasks needed to
move forward. The comprehensive Report will be presented at the GIS stakeholder meeting for review of key
findings and to receive stakeholder input. Rincon will adjust the implementation plan accordingly dependent
on the quarterly review.
Hardware and Software solutions will be implemented by working closely with key City personnel within
information technology. Rincon will coordinate with IT to implement drives for City use of GIS and install
ESRI GIS suite as well as help identify and enroll GIS portal administrators for security.
Rincon will work with the City to implement the ESRI-enabled software, Permitting and Licensing, which is
included in Tyler's EnerGov (EPL) system Rincon will provide the gap knowledge between the city, Tyler EPL,
and GIS to ensure that the data collected is the most optimal workflow for the city. Rincon will implement the
permitting and licensing tool, EnerGov, which is designed to automate and centrally connect critical
processes, including licensing and regulatory, permitting and land management, asset management, citizen
request and response functions and more.
Once Rincon has identified the needs of the city, implemented hardware and software solutions, the next
step is to implement the GIS system. Rincon will host initial set of trainings for"GIS on-boarding"for city staff
including creating ESRI User accounts and assignment of roles. Rincon will develop and implement base map
dataset and create templates for managing city parcel datasets and city street data. The next training would
be for GIS base map basics and intro to ESRI GIS. These trainings are essential to gauge city staff and
understand their needs of the data and ensure that we are providing workflows that are helpful for long-term
use of the city.
The last step for implementation relies on the development of GIS database that incorporates all the city
data that is deemed useful for decision making and tracking. This set of data will be reviewed by City staff
and key stakeholders before upload data to shared network and cloud based citywide GIS portal. City staff
will understand the integration and understanding of ESRI Data with Tyler's EnerGov (EPL) system EPL
system and know best practices for GIS.
Rincon has also provided similar GIS services to the cities of Colton, Lake Elsinore, Simi Valley, Oxnard, and
Seaside in the form of GIS system set up, on -call GIS services, adjunct staffing, database development, and
custom web application development.
EXHIBIT A
SCOPE OF SERVICES
�J
• Carlsbad
2215 Faraday Avenue
Suite A
Carlsbad, California 92008
760-918-9444
• Fresno
7080 North Whitney Avenue
Suite 101
Fresno, California 93720
559-228-9925
• Los Angeles
250 East Pt Street
Suite 1400
Los Angeles, California 90012
213-788-4842
Office Locations
• Oakland
44915`h Street
Suite 303
Oakland, California 94612
510-834-4455
• Redlands
1980 Orange Tree Lane
Suite 105
Redlands, California 92374
909-253-0705
• Sacramento
4825 J Street
Suite 200
Sacramento, California 95819
916-706-1374
• San Jose
99 South Almaden Boulevard
San Jose, California 95113
408-577-3008
• San Luis Obispo
1530 Monterey Street
Suite D
San Luis Obispo, California 93401
805-547-0900
• Santa Barbara
209 East Victoria Street
Santa Barbara, California 93101
805-319-4092
• Monterey • San Diego • Ventura (headquarters)
2511 Garden Road 8825 Aero Drive 180 North Ashwood Avenue
Suite C-250 Suite 120 Ventura, California 93003
Monterey, California 93940 San Diego, California 92123 805-644-4455
831-333-0310 760-918-9444
www.rinconconsultants.com
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for
in Section 2.3 of this Agreement, the maximum total compensation to be paid
to Contracting Party under this Agreement is not to exceed Two Hundred
Eighty -Five Thousand ($285,000) ("Contract Sum"). The Contract Sum shall
be paid to Contracting Party in installment payments made on a monthly basis
and in an amount identified in Contracting Party's schedule of compensation
attached hereto for the work tasks performed and properly invoiced by
Contracting Party in conformance with Section 2.2 of this Agreement.
Contract Services
One Time
Annually
Contingency
Fees
Recurring Fees
Budget
GIS Program
$67,000
Development and
(446
Implementation
Hours
Hardware and Software
$33,000
Upgrades/Solutions
(210
Hours)
Ongoing Maintenance
$30,000/year
($150k Total)
Contingency Budget
$7,000/year
(Over Five Years)
$35k Total)
Year One I $130,000
Year Two I $30,000
Year Three I $30,000
Year Four $30,000
Year Five $30,000
Contract Total $250,000
*Contingency Budget of $7k/Year not reflected as part of Consultant Services
Exhibit B
Page 1of1
Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of
Services, Exhibit A of this Agreement, in accordance with the Project
Schedule, attached hereto and incorporated herein by this reference.
SEE EXHIBIT A SCOPE OF SERVICES
Exhibit C
Page 1of1
Exhibit D
Special Requirements
None
Exhibit D
Page 1of1
Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration of
this Agreement, the following policies shall be maintained and kept in full force
and effect providing insurance with minimum limits as indicated below and
issued by insurers with A.M. Best ratings of no less than A -VI:
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Auto Liability Additional Insured
Personal Auto Declaration Page if applicable
Errors and Omissions Liability
$1,000,000 (per claim and aggregate)
Workers' Compensation
(per statutory requirements)
Must include the following endorsements:
Workers Compensation with Waiver of Subrogation
Cyber Liability
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Contracting Party shall procure and maintain, at its cost, and submit
concurrently with its execution of this Agreement, Commercial General
Liability insurance against all claims for injuries against persons or damages
to property resulting from Contracting Party's acts or omissions rising out of
or related to Contracting Party's performance under this Agreement. The
insurance policy shall contain a severability of interest clause providing that
the coverage shall be primary for losses arising out of Contracting Party's
performance hereunder and neither City nor its insurers shall be required to
contribute to any such loss. An endorsement evidencing the foregoing and
naming the City and its officers and employees as additional insured (on the
Commercial General Liability policy only) must be submitted concurrently with
Exhibit E
Page 1 of 7
the execution of this Agreement and approved by City prior to commencement
of the services hereunder.
Contracting Party shall carry automobile liability insurance of
$1,000,000 per accident against all claims for injuries against persons or
damages to property arising out of the use of any automobile by Contracting
Party, its officers, any person directly or indirectly employed by Contracting
Party, any subcontractor or agent, or anyone for whose acts any of them may
be liable, arising directly or indirectly out of or related to Contracting Party's
performance under this Agreement. If Contracting Party or Contracting
Party's employees will use personal autos in any way on this project,
Contracting Party shall provide evidence of personal auto liability coverage for
each such person. The term "automobile" includes, but is not limited to, a
land motor vehicle, trailer or semi -trailer designed for travel on public roads.
The automobile insurance policy shall contain a severability of interest clause
providing that coverage shall be primary for losses arising out of Contracting
Party's performance hereunder and neither City nor its insurers shall be
required to contribute to such loss.
Professional Liability or Errors and Omissions Insurance as
appropriate shall be written on a policy form coverage specifically designed to
protect against acts, errors, or omissions of the Contracting Party and
"Covered Professional Services" as designated in the policy must specifically
include work performed under this agreement. The policy limit shall be no
less than $1,000,000 per claim and in the aggregate. The policy must "pay
on behalf of" the insured and must include a provision establishing the
insurer's duty to defend. The policy retroactive date shall be on or before the
effective date of this agreement.
Contracting Party shall carry Workers' Compensation Insurance in
accordance with State Worker's Compensation laws with employer's liability
limits no less than $1,000,000 per accident or disease.
Contracting Party shall procure and maintain Cyber Liability
insurance with limits of $1,000,000 per occurrence/loss which shall include
the following coverage:
a. Liability arising from the theft, dissemination and/or use of
confidential or personally identifiable information; including
credit monitoring and regulatory fines arising from such theft,
dissemination, or use of the confidential information.
b. Network security liability arising from the unauthorized use of,
access to, or tampering with computer systems.
Exhibit E
Page 2of7
c. Liability arising from the failure of technology products
(software) required under the contract for Consultant to
properly perform the services intended.
d. Electronic Media Liability arising from personal injury, plagiarism
or misappropriation of ideas, domain name infringement or
improper deep -linking or framing, and infringement or violation
of intellectual property rights.
e. Liability arising from the failure to render professional services.
If coverage is maintained on a claims -made basis, Contracting Party shall
maintain such coverage for an additional period of three (3) years following
termination of the contract.
Contracting Party shall provide written notice to City within ten
(10) working days if: (1) any of the required insurance policies is terminated;
(2) the limits of any of the required polices are reduced; or (3) the deductible
or self -insured retention is increased. In the event any of said policies of
insurance are cancelled, Contracting Party shall, prior to the cancellation date,
submit new evidence of insurance in conformance with this Exhibit to the
Contract Officer. The procuring of such insurance or the delivery of policies
or certificates evidencing the same shall not be construed as a limitation of
Contracting Party's obligation to indemnify City, its officers, employees,
contractors, subcontractors, or agents.
E.2 Remedies. In addition to any other remedies City may have if
Contracting Party fails to provide or maintain any insurance policies or policy
endorsements to the extent and within the time herein required, City may, at
its sole option:
a. Obtain such insurance and deduct and retain the amount of the
premiums for such insurance from any sums due under this Agreement.
b. Order Contracting Party to stop work under this Agreement
and/or withhold any payment(s) which become due to Contracting Party
hereunder until Contracting Party demonstrates compliance with the
requirements hereof.
c. Terminate this Agreement.
Exercise any of the above remedies, however, is an alternative to
any other remedies City may have. The above remedies are not the exclusive
remedies for Contracting Party's failure to maintain or secure appropriate
Exhibit E
Page 3of7
policies or endorsements. Nothing herein contained shall be construed as
limiting in any way the extent to which Contracting Party may be held
responsible for payments of damages to persons or property resulting from
Contracting Party's or its subcontractors' performance of work under this
Agreement.
E.3 General Conditions Pertaining to Provisions of Insurance Coverage
by Contracting Party. Contracting Party and City agree to the following with
respect to insurance provided by Contracting Party:
1. Contracting Party agrees to have its insurer endorse the third -
party general liability coverage required herein to include as additional
insureds City, its officials, employees, and agents, using standard ISO
endorsement No. CG 2010 with an edition prior to 1992. Contracting Party
also agrees to require all contractors, and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this
Agreement shall prohibit Contracting Party, or Contracting Party's employees,
or agents, from waiving the right of subrogation prior to a loss. Contracting
Party agrees to waive subrogation rights against City regardless of the
applicability of any insurance proceeds, and to require all contractors and
subcontractors to do likewise.
3. All insurance coverage and limits provided by Contracting Party
and available or applicable to this Agreement are intended to apply to the full
extent of the policies. Nothing contained in this Agreement or any other
agreement relating to City or its operations limits the application of such
insurance coverage.
4. None of the coverages required herein will be in compliance with
these requirements if they include any limiting endorsement of any kind that
has not been first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that
would serve to eliminate so-called "third party action over" claims, including
any exclusion for bodily injury to an employee of the insured or of any
contractor or subcontractor.
6. All coverage types and limits required are subject to approval,
modification, and additional requirements by the City, as the need arises.
Contracting Party shall not make any reductions in scope of coverage (e.g.,
elimination of contractual liability or reduction of discovery period) that may
affect City's protection without City's prior written consent.
Exhibit E
Page 4of7
7. Proof of compliance with these insurance requirements, consisting
of certificates of insurance evidencing all the coverages required and an
additional insured endorsement to Contracting Party's general liability policy,
shall be delivered to City at or prior to the execution of this Agreement. In
the event such proof of any insurance is not delivered as required, or in the
event such insurance is canceled at any time and no replacement coverage is
provided, City has the right, but not the duty, to obtain any insurance it deems
necessary to protect its interests under this or any other agreement and to
pay the premium. Any premium so paid by City shall be charged to and
promptly paid by Contracting Party or deducted from sums due Contracting
Party, at City option.
8. It is acknowledged by the parties of this agreement that all
insurance coverage required to be provided by Contracting Party or any
subcontractor, is intended to apply first and on a primary, non-contributing
basis in relation to any other insurance or self-insurance available to City.
9. Contracting Party agrees to ensure that subcontractors, and any
other party involved with the project that is brought onto or involved in the
project by Contracting Party, provide the same minimum insurance coverage
required of Contracting Party. Contracting Party agrees to monitor and review
all such coverage and assumes all responsibility for ensuring that such
coverage is provided in conformity with the requirements of this section.
Contracting Party agrees that upon request, all agreements with
subcontractors and others engaged in the project will be submitted to City for
review.
10. Contracting Party agrees not to self -insure or to use any self -
insured retentions or deductibles on any portion of the insurance required
herein (with the exception of professional liability coverage, if required) and
further agrees that it will not allow any contractor, subcontractor, Architect,
Engineer or other entity or person in any way involved in the performance of
work on the project contemplated by this agreement to self -insure its
obligations to City. If Contracting Party's existing coverage includes a
deductible or self -insured retention, the deductible or self -insured retention
must be declared to the City. At that time the City shall review options with
the Contracting Party, which may include reduction or elimination of the
deductible or self -insured retention, substitution of other coverage, or other
solutions.
11. The City reserves the right at any time during the term of this
Agreement to change the amounts and types of insurance required by giving
the Contracting Party ninety (90) days advance written notice of such change.
If such change results in substantial additional cost to the Contracting Party,
Exhibit E
Page 5of7
the City will negotiate additional compensation proportional to the increased
benefit to City.
12. For purposes of applying insurance coverage only, this Agreement
will be deemed to have been executed immediately upon any party hereto
taking any steps that can be deemed to be in furtherance of or towards
performance of this Agreement.
13. Contracting Party acknowledges and agrees that any actual or
alleged failure on the part of City to inform Contracting Party of non-
compliance with any insurance requirement in no way imposes any additional
obligations on City nor does it waive any rights hereunder in this or any other
regard.
14. Contracting Party will renew the required coverage annually as
long as City, or its employees or agents face an exposure from operations of
any type pursuant to this agreement. This obligation applies whether the
agreement is canceled or terminated for any reason. Termination of this
obligation is not effective until City executes a written statement to that effect.
15. Contracting Party shall provide proof that policies of insurance
required herein expiring during the term of this Agreement have been renewed
or replaced with other policies providing at least the same coverage. Proof
that such coverage has been ordered shall be submitted prior to expiration.
A coverage binder or letter from Contracting Party's insurance agent to this
effect is acceptable. A certificate of insurance and an additional insured
endorsement is required in these specifications applicable to the renewing or
new coverage must be provided to City within five (5) days of the expiration
of coverages.
16. The provisions of any workers' compensation or similar act will not
limit the obligations of Contracting Party under this agreement. Contracting
Party expressly agrees not to use any statutory immunity defenses under such
laws with respect to City, its employees, officials, and agents.
17. Requirements of specific coverage features, or limits contained in
this section are not intended as limitations on coverage, limits, or other
requirements nor as a waiver of any coverage normally provided by any given
policy. Specific reference to a given coverage feature is for purposes of
clarification only as it pertains to a given issue and is not intended by any
party or insured to be limiting or all-inclusive.
18. These insurance requirements are intended to be separate and
distinct from any other provision in this Agreement and are intended by the
parties here to be interpreted as such.
Exhibit E
Page 6of7
19. The requirements in this Exhibit supersede all other sections and
provisions of this Agreement to the extent that any other section or provision
conflicts with or impairs the provisions of this Exhibit.
20. Contracting Party agrees to be responsible for ensuring that no
contract used by any party involved in any way with the project reserves the
right to charge City or Contracting Party for the cost of additional insurance
coverage required by this agreement. Any such provisions are to be deleted
with reference to City. It is not the intent of City to reimburse any third party
for the cost of complying with these requirements. There shall be no recourse
against City for payment of premiums or other amounts with respect thereto.
21. Contracting Party agrees to provide immediate notice to City of
any claim or loss against Contracting Party arising out of the work performed
under this agreement. City assumes no obligation or liability by such notice
but has the right (but not the duty) to monitor the handling of any such claim
or claims if they are likely to involve City.
Exhibit E
Page 7of7
Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law
establishes a professional standard of care for Contracting Party's Services, to
the fullest extent permitted by law, Contracting Party shall indemnify, protect,
defend (with counsel selected by City), and hold harmless City and any and
all of its officials, employees, and agents ("Indemnified Parties") from and
against any and all claims, losses, liabilities of every kind, nature, and
description, damages, injury (including, without limitation, injury to or death
of an employee of Contracting Party or of any subcontractor), costs and
expenses of any kind, whether actual, alleged or threatened, including,
without limitation, incidental and consequential damages, court costs,
attorneys' fees, litigation expenses, and fees of expert consultants or expert
witnesses incurred in connection therewith and costs of investigation, to the
extent same are caused in whole or in part by any negligent or wrongful act,
error or omission of Contracting Party, its officers, agents, employees or
subcontractors (or any entity or individual that Contracting Party shall bear
the legal liability thereof) in the performance of professional services under
this agreement. With respect to the design of public improvements, the
Contracting Party shall not be liable for any injuries or property damage
resulting from the reuse of the design at a location other than that specified
in Exhibit A without the written consent of the Contracting Party.
b. Indemnification for Other Than Professional Liability. Other
than in the performance of professional services and to the full extent
permitted by law, Contracting Party shall indemnify, defend (with counsel
selected by City), and hold harmless the Indemnified Parties from and against
any liability (including liability for claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses,
expenses or costs of any kind, whether actual, alleged or threatened,
including, without limitation, incidental and consequential damages, court
costs, attorneys' fees, litigation expenses, and fees of expert consultants or
expert witnesses) incurred in connection therewith and costs of investigation,
where the same arise out of, are a consequence of, or are in any way
attributable to, in whole or in part, the performance of this Agreement by
Contracting Party or by any individual or entity for which Contracting Party is
legally liable, including but not limited to officers, agents, employees, or
subcontractors of Contracting Party.
Exhibit F
Page 1 of 3
c. Indemnity Provisions for Contracts Related to Construction
(Limitation on Indemnity). Without affecting the rights of City under any
provision of this agreement, Contracting Party shall not be required to
indemnify and hold harmless City for liability attributable to the active
negligence of City, provided such active negligence is determined by
agreement between the parties or by the findings of a court of competent
jurisdiction. In instances where City is shown to have been actively negligent
and where City's active negligence accounts for only a percentage of the
liability involved, the obligation of Contracting Party will be for that entire
portion or percentage of liability not attributable to the active negligence of
City.
d. Indemnification Provision for Design Professionals.
1. Applicability of this Section F.1(d). Notwithstanding
Section F.1(a) hereinabove, the following indemnification provision shall apply
to a Contracting Party who constitutes a ""design professional" as the term is
defined in paragraph 3 below.
2. Scope of Indemnification. When the law establishes a
professional standard of care for Contracting Party's Services, to the fullest
extent permitted by law, Contracting Party shall indemnify and hold harmless
City and any and all of its officials, employees, and agents ("Indemnified
Parties") from and against any and all losses, liabilities of every kind, nature,
and description, damages, injury (including, without limitation, injury to or
death of an employee of Contracting Party or of any subcontractor), costs and
expenses, including, without limitation, incidental and consequential
damages, court costs, reimbursement of attorneys' fees, litigation expenses,
and fees of expert consultants or expert witnesses incurred in connection
therewith and costs of investigation, to the extent same are caused by any
negligent or wrongful act, error or omission of Contracting Party, its officers,
agents, employees or subcontractors (or any entity or individual that
Contracting Party shall bear the legal liability thereof) in the performance of
professional services under this agreement. With respect to the design of
public improvements, the Contracting Party shall not be liable for any injuries
or property damage resulting from the reuse of the design at a location other
than that specified in Exhibit A without the written consent of the Contracting
Pa rty.
3. Design Professional Defined. As used in this
Section F.1(d), the term ""design professional" shall be limited to licensed
architects, registered professional engineers, licensed professional land
surveyors and landscape architects, all as defined under current law, and as
may be amended from time to time by Civil Code § 2782.8.
Exhibit F
Page 2of3
F.2 Obligation to Secure Indemnification Provisions. Contracting
Party agrees to obtain executed indemnity agreements with provisions
identical to those set forth herein this Exhibit F, as applicable to the
Contracting Party, from each and every subcontractor or any other person or
entity involved by, for, with or on behalf of Contracting Party in the
performance of this Agreement. In the event Contracting Party fails to obtain
such indemnity obligations from others as required herein, Contracting Party
agrees to be fully responsible according to the terms of this Exhibit. Failure
of City to monitor compliance with these requirements imposes no additional
obligations on City and will in no way act as a waiver of any rights hereunder.
This obligation to indemnify and defend City as set forth in this Agreement are
binding on the successors, assigns or heirs of Contracting Party and shall
survive the termination of this Agreement.
Exhibit F
Page 3of3
BUSINESS SESSION ITEM NO.
City of La Quinta
CITY COUNCIL MEETING' October 18, 2022
STAFF REPORT
AGENDA TITLF : APPROVE AGREEMENT FOR CONTRACT SERVICES WITH
RINCON CONSULTANTS, INC. FOR GEOGRAPHIC INFORMATION SYSTEMS
PROFESSIONAL SERVICES
RECOMMENDATION
Approve agreement for contract services with Rincon Consultants, Inc. for the
purchase, implementation, and maintenance of Geographic Information
Systems software and provide annual support for a total not to exceed amount
of $285,000 for a five-year term; and authorize the City Manager to execute
the agreement.
tAECUTIVE SUMMARY
• A Geographic Information System (GIS) is a system that creates,
manages, analyzes, and maps all types of data.
• GIS is an integral part of applications used by all City departments and
requires continuous system upgrades and data improvements to remain
current.
• In August of 2022, the City issued a Request for Proposals (RFP) for GIS
services; twelve firms responded, and three were selected by staff for
interviews.
• After extensive review of services provided by all firms, implementation
strategies, and longevity of software and support to serve the City's
growing needs, Rincon Consultants, Inc. (Rincon) was selected
(Attachment 1).
FISCAL IMPACT
The not to exceed amount for this Contract is $285,000 over a five-year term.
The initial implementation cost will be $100,000, to be charged to Account No.
502-0000-71049, Software Implementation/Enhancements. The annual
recurring fee of $30,000 for maintenance and software updates, as well as a
contingency budget of $7,000 annually, will be charged to Account No. 502-
0000-60301, Software Licenses, for this year and all remaining fiscal years.
Contract Services
One Time
Annually
Contingency
Fees
Recurring Fees
Budget
GIS Program
$67,000
Development and
(446
Implementation
Hours
Hardware and Software
$33,000
(210
Upgrades/Solutions
Hours
Ongoing Maintenance
$30,000/year
$150k Total
Contingency Budget
$7,000/year
Over Five Years
$35k Total
Annual Contract Costs
Year One
Year Two
Year Three
Year Four
Year Five
, $130,000
$30,000
$30,000
$30,000
$30,000
Contract Total $250,000
*Contingency Budget of $7k/Year not reflected as part of Consultant Services
BACKGROUND/ANALYSIS
Development and administration of an enterprise GIS is imperative for the
success of important departmental systems such as:
- Recently acquired Tyler Enterprise Permitting and Licensing software
(Design and Development Department)
- Anticipated Enterprise Asset Management system (Public Works)
- Code Compliance, Landscaping, Facilities and Maintenance Requests
(Public Works)
- Utility Inspection and Cataloguing system of Various Assets
(Public Works)
- GPS and Open -Data Collection tools (Public Works)
- Bike and Hiking Trails, Economic Development/Commercial Center
Information, Miscellaneous Special Project Information, Affordable
Housing Resource Maps, Marketing Information, Events, and more
(City Manager's Office and Community Resources)
The City Manager's Office, responsible for oversight of IT, software support,
and maintenance, coordinated an RFP that outlined the necessary upgrade
requirements to address GIS needs. Responses were considered by their
method of implementation, data conversion, security standards, ease of
access for the public, maintenance and support, customization, and recurring
costs. Rincon was selected based on its proposed work plan and the
competitive pricing package, both of which best fit the City's needs and
budget.
Development of an enterprise GIS will focus on creating and maintaining
appropriate data layers while also:
• centralizing the data;
• assigning ownership of systems and data;
• creating a master plan for layer creation and update;
• developing consistent data standards and naming conventions; and
• ensuring data, metadata, and maps are kept up to date, trustworthy,
and useful for both public and staff use.
If approved, several new and existing services with improved capabilities will
be added for staff and the general public.
Rincon Team GIS
Existing GIS
x Analytics for reports
✓ Location and Spatial Analytics
and mapping
unavailable
✓ GIS Integration for Permitting Software
x Unavailable GISInte
ration
✓ Economic Data Reporting
x Currently not available
✓ Mapping of critical development
information: General Plan, Zoning, Specific
x Layering Incomplete
Plans, Municipal Code Restrictions
✓ Infrastructure Mapping: Roads, Utilities,
x Lack of Public
Accessibility and
Parks, Trails, Resources
Information
Staff anticipates an overall cost savings of $30,000 over the five-year term by
hiring Rincon, which provides a full firm of professionals, rather than
continuing with the current staffing of one temporary employee.
ALTERNATIVES
Council could elect not to approve the agreement or modify the terms of the
proposed scope of work.
Prepared by: Doug Kinley III, Management Analyst
Approved by: Jon McMillen, City Manager
Attachments: 1. Rincon Consultants, Inc. Agreement for Contract Services