RFP193271_On-Call_GIS_Project_Support_Services_Scope.docx

ATTACHMENT B

SYSTEM ARCHITECTURE OVERVIEW

Background The City’s GIS is currently operating as a hybrid governance model with technology, data, and software being managed centrally and users being enabled in a distributed fashion. The GIS architecture has a significant impact on this recommendation and interrelates with the software deployment suggestions. An example would be easy-to-use GIS web browsers and mobile applications that rely on a central GIS server and use the ArcGIS platform. GIS browsers and mobile technology allow non-GIS users to perform data capture and editing, find assets and information, create their own reports, and report their real-time locations. Select users use ArcGIS Pro for advanced editing workflows, data visualization, advanced data analysis, and data maintenance. This approach enhances and expands the GIS usage at the department level in which end users do a majority of their own GIS tasks while relying on a central group of GIS experts for assistance with high-level operations.

The GIS Team in the IT department provides services related to Geospatial web application development, configuration, data integration, data migration database management, networking, hardware, and training for the enterprise-wide GIS. The city desires to have a central GIS data repository that (i) enables departments to manage and maintain their business data with ease, (ii) facilitates data/information sharing, (iii) prevent duplicate and redundant GIS subsystems, and (iv) prevents the existence of disparate copies of data that inculcates lack of confidence in data accuracy and completeness.

1. Current System Architecture

The City’s current GIS primarily consists of ArcGIS Enterprise, Encompass, and AutoCAD.

a) Encompass Geodesy’s Encompass system is the City’s legacy GIS which was put in place 25+ years ago.

Encompass runs on SQL Server 2019. Many City staff use desktop applications such as GIST and AVEC to view, analyze, and edit the GIS data. There are many other custom applications and ETLs that have been built using the Encompass framework. Around 80% of the custom encompass-based applications and workflows have been migrated to the ArcGIS Enterprise platform.

b) AME AutoCAD The Utility department 15+ years ago implemented an AME AutoCAD Topobase system which uses Oracle Database 12g Enterprise Edition. The utility department uses AME to enter asset information and when jobs are posted to the database it is stored as native Oracle Spatial data. There is also two-way synchronization with Encompass using custom programming.

There are custom apps that have been written by Geodesy and CADMasters. These apps are listed in Attachment B-2 and B-3 and will be moved to the ArcGIS platform as warranted by the city.

c) ArcGIS Enterprise Starting in 2022 the city started building out its ArcGIS Enterprise platform. Currently, the City runs ArcGIS Enterprise 11.2 in a High-availability configuration and leverages SQL Server 2019 and Oracle 12g based Enterprise Geodatabases.

High-level technology solutions

· ArcGIS Portal is used to visualize via the web platform all Utility and non-utility GIS data.

· Many GIS datasets have been made available to view and edit via ArcGIS Mobile apps like FieldMaps, Survey123, and Workforce.

· Department-specific custom editing workflows have been enabled using ArcGIS Pro.

· Many configurable GIS web application solutions have been configured for targeted editing use cases.

· Many custom advanced GIS web applications have been built using ArcGIS Javascript API and Python. Custom geoprocessing services have been built leveraging ArcPy libraries.

· FME Server is leveraged for many internal and external geospatial extract, transformation, and load tasks.

Utility specific implementation The City of Palo Alto Utility [CPAU] department offers residents and businesses a full suite of City-owned and operated utility services including electricity, natural gas, water, sanitary sewer, and commercial fiber optic services.

Shown below is a high-level conceptual illustration of the 5 utility data stores in the AME AutoCAD database and the ArcGIS Geodatabase.

Electric:

CPAU’s Electric data has been moved to Esri’s UNM. FME workbenches have been meticulously built to migrate the data from AME to ArcGIS every month. The UNM data model has not yet been made the primary system of record because all data integrations between the legacy AME system and other ancillary systems have not been moved to ArcGIS. The only integration that has been completed from the UNM datastore is the City’s Electric Outage Management System.

Fiber:

CPAU is currently working on implementing a new Fiber Management System [FMS] from 3-GIS which runs on-premise leveraging the City’s ArcGIS Enterprise. When the new FMS implementation is completed the CPAU Fiber staff will transition away from AME to use the new 3-GIS FMS.

Gas, Water and Wastewater [WGW]:

CPAU’s WGW division is currently using a hybrid data model where the Engineering team is using AME for engineering-specific data management and the Operations team is using ArcGIS Web and mobile tools for many targeted operations-specific asset management workflows.

2. Desired System Architecture The city would like to deploy a GIS adhering to a modern Service-oriented architecture that is centered on the geodatabase and ArcGIS Enterprise. This is illustrated by the graphic included on the side where a centrally managed system houses all GIS data and applications. In turn, data and applications specific to the needs of each department will be made available to the end users through various applications and methods.

The existence and maintenance of a centrally located enterprise geodatabase(s) is the cornerstone component in the City’s new enterprise GIS program. The geodatabase will be accessed directly through multiple web, mobile, API, and desktop-based GIS applications. The CPAU Electric has migrated to Esri’ UNM. The remaining Water, Gas, and Wastewater utilities would like to adopt Esri’s Utility Network Model after a feasibility study is done and a transition plan is put in place.

The City desires to have a central GIS data repository to achieve the following goals:

· Prevent duplicate and redundant GIS subsystems. Prevents the existence of disparate copies of data that inculcate a lack of confidence in data accuracy and completeness.

· To improve efficiency and increase ROI

· Technology simplification

· Enables departments to manage and maintain their business data with ease. Facilitates data/information sharing,

· prevents the existence of disparate copies of data that inculcate a lack of confidence in data accuracy and completeness.

AutoCAD and ArcGIS Integration:

For select Utility and Public Works divisions, the city would like to implement AutoCAD and ArcGIS integrated workflows. These integrated workflows streamline the flow of information between operational and construction life cycle data will allow them to more accurately plan and maintain infrastructure assets. Some of the desired goals of this integration are listed below:

· Enrich AutoCAD with authoritative GIS content.

· Edit GIS data and attributes aligning with CAD layers. Any edits, additions, and deletions made in ArcGIS or AutoCAD are synchronized with one another to maintain the GIS system of record.

· Use templates for industry-specific workflows. Templates to allow AutoCAD professionals to ensure that layers, symbols, and attribute information are organized consistently, making the conversion process smoother their spatial data can be more easily interpreted and imported into GIS, preserving key attributes and reducing errors.

Porting legacy applications to the ArcGIS platform:

There are custom apps that have been developed by Geodesy and CAD Masters. These apps are listed in Attachment B-2 and B-3. The city desires for these apps to be moved to the ArcGIS platform as warranted.

ATTACHMENT B-1 SCOPE OF SERVICES

SCOPE OF SERVICES

The City of Palo Alto is seeking proposals from qualified Geospatial Information Systems (GIS) firms to provide On-Call professional services for the Information Technology Department to help implement the City’s new enterprise GIS and maintain it on an as-needed basis. The City has the right to select and award a contract to one or more firms (Consultant(s)) to provide these services. The qualifications outlined below must be met.

Billing will be based on time and materials. Please include your firm’s expertise and billable rate for each specialized area description listed below. Also, include any previous experience you have had with the city or with government agencies similar to the City of Palo Alto.

The selected Consultant(s) must pre-screen all proposed candidates and perform reference checks in advance. (Please provide the candidate pre-screening process in your proposal).

The selected Consultant(s) must perform a technical assessment for all proposed candidates in advance. (Please provide what the technical assessment consists of in your proposal).

Prior to commencing work or performing services for the City of Palo Alto, The Consultant(s) must process all fingerprinting/background and confirm clearance for all proposed candidates who will perform any part of their service at a city location in advance. The City’s Risk Manager has the right to review and decline or approve the Consultant(s) background check policy. If the Consultant(s) background check policy does not suffice. The city may require the Consultant(s) to submit fingerprints electronically using digital scanning from an authorized Live Scan fingerprinting location. The Consultant(s) fingerprints will be processed through the California Department of Justice databases to determine the prior criminal history of the applicant performing services onsite. (Please provide your firm's background policy in your proposal)

This support would be in line with, but not limited to the following specialized area descriptions:

A. SPECIALIZED AREAS OF FOCUS

Consultant(s) must try to use the City’s small government enterprise Esri license and the suite of products it includes to build the City’s new enterprise ArcGIS platform. The list of products that come with the Esri term license can be found in Attachment B-4. Consultant(s)s are required to adhere to the City’s enterprise GIS architecture when implementing solutions. As directed by the city staff help port legacy GIS applications to ArcGIS based solutions. Consultant(s)s will be building custom applications as directed by the city and adhering to the City IT department’s technical guidance.

1. GIS Infrastructure setup and ArcGIS platform configuration The GIS Infrastructure will be hosted in the City’s IT Data center based in City Hall and managed by the IT department. GIS will have different environments like Production, Staging, and Development servers to support Software Development Life Cycle processes. All the GIS servers are in the virtual environment using a corporate HyperV solution and the storage is based on SAN via nimble technology.

· Deploy, and configure a high available ArcGIS Enterprise system that enables GIS content sharing across the enterprise and meets the City’s business requirements.

· Assist with server capacity planning.

· Configure ArcGIS Server sites, services, applications, and users

· Configure the Web Adaptor component to integrate our ArcGIS Server with a web server.

· Upgrade ArcGIS Enterprise as requested by the city.

· Publish services that have the capabilities required for our applications.

· Plan and create a cache for high-performing map and image services.

· Implement security for our site and services that meet the needs of the City.

2. Spatial Database Management The new Enterprise GIS will be maintained in ArcSDE (Spatial Database Engine) technology which is a core component of ArcGIS for Server. It manages spatial data in the Oracle 12g and SQL Server 2019 relational database management systems (RDBMS) and enables it to be accessed by ArcGIS clients. It is the technology that provides the framework to support long transactions, which will facilitate the versioned editing environment in the Departments’ multiuser geo-databases. The geo-database is the primary data storage model for ArcGIS; it provides a single central location to access and manage spatial data.

· Demonstrates and maintains expert knowledge/leadership in configuring and supporting AutoDesk Topobase on Oracle DB.

· Demonstrates and maintains expert knowledge/leadership in configuring and supporting Esri Enterprise GeoDatabase running on Oracle and SQL Server.

· Configure a multiuser geodatabase for our relational database management system.

· Create a multiuser geodatabase and configure connections to it.

· Configure storage settings to support our organization's data management workflows

· Perform database restores or re-organization as required

· Create/refresh development/QA databases from production data as required

· New database and tool implementation and configuration as required

· Develop database backup scripts and processes as required

· Perform database Initiation Parameter modifications as required

· Perform database upgrades and patches as required

· Data integrity and corrections as required

· Problem identification of data integrity, errors, and omissions.

· Database performance monitoring, analysis, and Tuning as required

· New database/object creation as required

· Application of schema changes, e.g. creation, alteration, and deletion of tables and indices, compilation and dropping of stored procedures and triggers, etc. as required

· Establishing and maintaining database configuration and system parameters consistently across database environments

· Execution of processes for the proper maintenance and functioning of databases, e.g. updating table/index statistics, dropping and rebuilding tables/indices, etc.

3. Software, Application, Database Development, and Integration services All GIS applications and users will access the data from a centralized Enterprise Geodatabase which will be primarily based on Oracle and SQL Server databases. Adhering to the City’s enterprise GIS architecture when implementing solutions, the Consultant(s) shall review, enhance with new services, and tools, and redevelop the application functionalities presented below.

· Building out the ArcGIS portal for Citywide use. Configure ArcGIS Server sites, services, applications, and users.

· Set up user roles and privileges to provide secure data access.

· Establishing new printing services

· Publish services that have the capabilities required for our applications.

· Develop department-specific targeted custom web map and web map app GIS solutions to meet business requirements, using tools such as ArcGIS JavaScript API and Experience Builder.

· Develop GIS dashboards that provide a visual presentation of statistics and information in order to identify trends and measure efficiencies/inefficiencies by managers and key stakeholders. Dashboards allow the City to capture and report specific data points from each department within the organization, thus providing a "snapshot" of performance. These dashboards will provide a real-time operational view of people, services, assets, and events. Operations Dashboard for ArcGIS is a configurable web app that provides location-aware data visualization and analytics for a real-time operational view of people, services, assets, and events.

Integrations: Upgrade existing integrations and shared services as directed by City staff. Integrations shall continue to provide data to existing interfacing systems in the same format and frequency; therefore, eliminating or minimizing impacts to the recipient systems. The Consultant(s) shall revise, enhance, and modify the integration interface with those systems whenever identified and required. This integration effort shall consider the ongoing activities within the other projects such as the SAP-ERP (Enterprise Resource Planning), SAP-CIS (Customer Information System), Utility OMS (Outage Management System), Accela permitting system, etc...

Workflow Automation: Review currently implemented data workflows, and analyze the stakeholders' requirements and business processes flow to implement automated workflows that map the analyzed business processes. Workflow construction should be done using the ArcGIS Workflow Manager Administrator application for the desktop. Each workflow shall map the stakeholder's business process or it shall represent a new automated process. These automation scripts and workbenches should be constructed and published on the ArcGIS Server or FME Server to cover the whole business process automation. As directed by City staff workflows should be built and responsible for version management, for creating, deleting, reconciling, and posting data from data versions to the default version.

The objective is to greatly improve the efficiency of the GIS operations and the productivity of the GIS teams. Additionally, to help reduce errors and optimize staff time by organizing and automating the relationships between the activities in a GIS project, including non-GIS activities that are required.

· Improve user productivity by automating common activities such as geo-processing and version management and reducing repetition of production procedures.

· Ensure standardization and consistency across operations by quickly creating workflows using simple visual tools and centralizing workflow management.

· Automate and simplify workflow management using out-of-the-box, user-configurable tools.

· Easily track workflow status using reports. o Integrate the GIS and other business applications by seamlessly incorporating non-GIS activities into the GIS workflows.

· Efficiently manage a dispersed workforce and assign activities by geography.

Porting legacy applications to the ArcGIS platform: Currently there are many custom apps that have been written by Geodesy using its Encompass framework. There are also many custom apps that have been written by CAD Masters, the City Utility departments’ AutoCAD Consultant(s). These apps are listed in Attachment B-2 and D and will be moved to the ArcGIS platform as warranted by the City.

Data Reviewer Checks Development Procedures: The city is always seeking to improve data quality, save time, and enrich its data quality with automated processes. Accordingly, the City would like to use the Esri ArcGIS Data Reviewer extension for desktop and server for data quality management and control purposes. Using ArcGIS Data Reviewer, the Department will reduce Cost, Time & Resources used to complete QC tasks during the Department GIS section's regular tasks and/or activities. The contractor shall implement ArcGIS Data Reviewer on both, the desktop and the Server levels to fulfill, develop, and deliver the following functions; Automate and simplify the QC process using out-of-the-box, user-configurable checks.

· Implement a consistent, Department-wide data review process by sharing data quality business rules between the GIS teams.

· Free up resources by scheduling automated data validations to run at specified dates and times–enabling the GIS staff to work on other priority tasks.

· Track and report the review, correction, and verification of the data by automatically capturing user information and a date/time stamp.

· Streamline the error correction workflow across the Departments by managing QC results from a centralized location.

· Create GIS-related data validation methods by building checks specific to the Department using custom code or geo-processing models/scripts.

4. Spatial Modeling and Analysis services The Consultant(s) is required to develop spatial analysis solutions to meet the various department requirements., preferably tools like Esri’s Insights. Insights for ArcGIS is a web-based, data analytics workbench where you can explore spatial and nonspatial data, and work with maps, charts, and tables. Apply advanced algorithmic spatial analysis with a simple drag and drop using guided workflows to make it easy for anyone to solve spatial problems. Insights for ArcGIS empower making better decisions using all data. Users can integrate and analyze spatial and tabular data for contextual analysis from their enterprise databases, ArcGIS data, geodatabases, Excel spreadsheets, and ArcGIS demographic data. The city prefers to use this tool to enhance further the internal stakeholder spatial experience to make the optimum use of available data and application of spatial thinking tools with possibilities for analysis and data exploration and visualization data on cards such as maps, charts, tables, etc.

The following are some sample department-specific needs from the City’s Urban Forestry department. But there are many other spatial analysis needs not listed here.

· Using spatial analysis methods, the tool must be able to show polygons of canopy cover for a specified geographic area (Citywide, per neighborhood, per parcel, and per selection). Calculations must be displayed as the total area of polygons selected and/or as a percentage of the total map area covered by a canopy. Source data may include existing internal data sets, publicly available satellite imagery, and/or any additional data or imagery determined necessary. The tool should automatically update as new data/imagery base layers are added.

· Using established industry modeling or analysis tools or methods (i-Tree tools for example) incorporate the ability to use these tools on our data within the ESRI / ArcGIS framework and adhere to the City’s new enterprise GIS architecture. Some examples include calculations on monetary tree benefits, water savings, energy savings, tree appraisal value, and carbon sequestration.

· Modeling of predicted plant growth and future vegetation management needs.

5. Real-time Integration and streaming data visualization The city would like to explore the capabilities of Esri’s GeoEvent Server to enable real-time event-based data streams to be integrated as data sources within the enterprise GIS. The intent is that the GeoEvent Server can make GIS applications into frontline decision applications, helping you respond faster with increased awareness whenever and wherever change occurs.

A few areas the city would be interested in integration are as follows.

· SCADA –Utility Outage Management

· Customer Service Calls

· Billing and Consumption Information

· Work Orders

· AVL

· Smart Meters

The City would also like to explore the Big Data approach to GIS to allow analysis and decision-making from huge data sets, by using algorithms, query processing, and spatiotemporal data mining. This involves extracting information from the maximum possible sources using established procedures and computational techniques. Big Data visualization involves the presentation of data of almost any type in a graphical format that makes it easy to understand and interpret.

6. CAD and GIS Integration For the near term, the City’s AutoCAD datastore will be maintained until all the Utility departments are ready to fully embrace the ArcGIS platform and existing custom CAD-based solutions and workflows are ported to the ArcGIS platform. However, the City would like to select a Consultant(s) who demonstrates and maintains expert knowledge/leadership in CAD to GIS integrations. The Consultant(s) would need to meet the following types of needs outlined below.

· Work with the City’s Utility department and conduct a migration impact study, create a transition plan, and assist with the CAD to GIS migration.

· The Consultant will be required for building/enhancing CAD templates and automating the CAD conversion to GIS as part of this project.

· The existing CAD data in the City shall be converted to GIS format, which means that the Consultant(s) will involve CAD/GIS Technicians in this task.

· It is expected that the Consultant(s) shall utilize the (AutoCAD for ArcGIS) tools to automate and standardize data conversion.

· In addition to that, the contractor is expected to review the existing CAD standards related to all the identified department stakeholders and their daily business processes in order to build templates for automated CAD data exchange with the GIS systems.

7. Asset Management Solutions integrated with ArcGIS Enterprise The city desires to utilize an enterprise asset management solution [CityWorks, Maximo, etc…] that is compatible with ArcGIS Enterprise which can be leveraged by the various divisions in Public Works, Utilities, and other departments as needed. Currently, there are many dated custom asset management solutions that are being used that are running on varying platforms and using different databases. The city would like to explore the opportunity to migrate these legacy applications to the ArcGIS Platform and consolidate them where it warrants. The city will need a vendor to conduct a feasibility study and recommend appropriate solutions. The vendor will assist as an integration partner to create a transition plan, data migration, and implementation. The procurement of the Asset management solution will be done via a separate RFP.

8. Utility Department Specific needs The City’s Utility department being one of the primary users of GIS and having a separate AutoCAD-based system as stated above in the system architecture overview in Attachment B, has several requirements that have been identified, but it will not be limited to the following tasks only.

CPAU’s Electric data has been moved to Esri’s UNM. FME workbenches have been meticulously built to migrate the data from AME to ArcGIS every month. The UNM data model has not yet been made the primary system of record because all data integrations between the legacy AME system and other ancillary systems have not been moved to ArcGIS. The only integration that has been completed from the UNM datastore is the City’s Electric Outage Management System. CPAU Electric department would like to integrate the following ancillary systems with UNM:

· Engineering Analysis

· Staking/Design

· Asset Management System

· Grid Modernization related systems (for example, SmartWorks – Compass) The CPAU Electric division will need a vendor to conduct a feasibility study and recommend appropriate solutions for the above-listed needs. The vendor will assist as an integration partner to create a migration impact study, create a transition plan, data migration, system integration, and implementation. The procurement of these ancillary systems will be done via a separate RFP. The city hopes that adopting Esri’s recommended UNM data model will allow the Utility department to start working with Esri partner vendors like Schneider, Milsoft, and Futura who provide specialized utility solutions in areas such as Engineering Analysis, Outage Management System, Field Engineering or Staking.

Many custom apps have been written by CAD Masters, the Utility departments’ AutoCAD consultant. These apps are listed in Attachment B-3 and will be moved to the ArcGIS platform as warranted by the city.

Several ArcGIS web, mobile, and dashboard-based solution needs have been identified thus far by the Utility Operations team, which have been listed in Attachment B-6., but it will not be limited to the listed needs only.

CPAU’s Fiber data is in the process of being migrated into a new 3-GIS Fiber Management System. The 3-GIS system is hosted on the City’s Fiber ArcGIS Enterprise 10.9.1 environment and it uses SQL Server 2019 as the Enterprise Geodatabase. The CPAU will be looking for a vendor to assist with completing the migration and assisting with migrating future fiber expansion project data into the FMS. The department will also be interested in a vendor conducting a feasibility study and recommending an appropriate Work Order system that can be integrated with FMS. The vendor will assist as an integration partner create a migration impact study, creating a transition plan, data migration, system integration, and implementation.

9. Data maintenance GIS doesn’t differ from any other Information systems. It has become the heart of nearly every organization and business in today’s world. Likewise, the systems that maintain data about customers, finances, operational performance, infrastructure, research, or employees, GIS provide valuable information to assist management with decisions that can make the difference between an organization’s success and failure. Spatial attributes are becoming more important as location-based information is demanded and used more frequently by managers and customers. Today all agencies place great importance on their data and the additional complexity of spatial data demands that good data architecture, modeling, and documentation practices are a part of any information system.

· The Consultant(s) has to review, enhance, and republish the base map and all the associated maps/documents published and consumed within the application of different sites and views. This includes all the data manipulations from custodians to the GIS database with all its associated versioning and workflows. ArcMap documents (MXDs) comprising the Base map and other services within the application shall be revised and enhanced for topological errors, QA/QC techniques, and overall performance. Symbology and representation techniques, Esri products adopted for this purpose shall also be considered for this task. Base map caching techniques and storage shall be improved and enhanced for performance.

· Analyze and update foundation basemap data to meet new requirements from City staff, other public agencies, and the public.

· Acquire and analyze quarterly updates of Santa Clara County (SCC) Recorder’s office map documents. Tasks include: identifying areas affecting Palo Alto’s foundation basemap, editing all cadastral data impacted by information on these documents (i.e. parcel lines, subdivisions, parcel maps, certificates of compliance, easements, etc.) by using distance and bearing methods within the Encompass Traverse toolset, and linking all relevant documents to appropriate features in the foundation basemap by using GIS-based document management functionality.

· Acquire and analyze quarterly updates of the Santa Clara County Assessor’s office parcel rolls for Palo Alto. Tasks include: comparing these listings with the GIS data to identify changes in cadastral data affecting the foundation basemap reconciling these changes and making edits as necessary by using the tools and techniques described previously.

· Work with the City’s Real Property staff to review archives of consummated transaction files. Identify cadastral data changes made by those transactions (i.e. easement deeds, right-of-way transfers, etc.) edit the GIS foundation basemap to reflect these changes, and link a digital copy of the file together with other relevant documents to the affected parcels in the GIS.

· Collect updated values for existing data sets or collect new data. Data collection methods might include direct observation, LiDAR, or the use of UAVs.

10. System Maintenance and support Scheduled maintenance, defined by the firm, to include:

· Monitor and tune services and geodatabase to ensure high performance.

· The Contractor shall be responsible for keeping all of the Department GIS Databases/GIS applications updated/upgraded whenever there is a new version available. The Contractor will be responsible for keeping all the applications online by making necessary arrangements or with a minimum downtime during such upgrades.

· The Contractor will be responsible for keeping Department GIS Systems and Applications in development, staging, and production environments up to date and in synch with all major releases of Esri ArcGIS Server, ArcGIS Portal, Oracle, FME and ArcGIS Desktop software, ArcGIS JavaScript API and other software.

· The Consultant(s) is also responsible for regularly updating and enhancing the corporate ArcSDE and Oracle Geodatabase by keeping the Oracle version with all updates and patches up to date.

Application support maintenance (as they arise):

· The CONSULTANT(S) shall be responsible for second-level Application support. (City will be responsible for first-level support of the application).

· The CONSULTANT shall maintain information for each service request, including but not limited to, problem description, start and end dates/times, actual or potential root cause(s), corrective action taken, and future action required.

· The CONSULTANT(S) shall provide support/change control application where all the work orders from the City will be recorded, approved, tracked, and managed throughout the life cycle.

· The CONSULTANT(S) shall develop and provide written Support request troubleshooting procedures for the system and application environment.

· The CONSULTANT(S) shall work with City IT to provide monthly status reports including, but not limited to, work order analysis, actual hours usage, average cycle time, quality issues, and improvement recommendations.

· The CONSULTANT(S) support shall be staffed between 6:00 a.m. PST to 6:00 p.m. PST on weekdays, Monday through Friday, except for City holidays.

· The CONSULTANT(S) shall provide a problem escalation process to ensure urgent problems are resolved according to the Service Level Agreement.

· The CONSULTANT(S) shall provide a process to record after-hours problems for next-day resolution.

· The CONSULTANT(S) shall ensure that all software modifications and upgrades are deployed using the configuration management, documentation, integration, and acceptance testing requirements as per each negotiated contract during the warranty period and licensing period.

· The CONSULTANT(S) shall provide the appropriate technical resources (at agreed-upon rates) to modify or enhance applications to ensure that the software continues to support City business requirements as per each negotiated contract during the warranty period and licensing period.

· The CONSULTANT(S) shall perform application modification and upgrade activities (at agreed-upon rates and travel expenses) assigned by the City Employee in principle on site unless otherwise agreed to by the City.

· The CONSULTANT(S) shall provide justifiable resource and timeframe estimates for software design,

· development, testing, and deployment of all application modifications and upgrade requests within the time frame established in the SLA.

· The CONSULTANT(S) shall begin and end each application modification and upgrade effort within the timeframe established in the SLA.

· The CONSULTANT(S) shall make software patches found at other clients available to the City at no charge.

· The CONSULTANT(S) shall maintain source code version and release of software versions in accordance with the City's configuration management standards during the life of the project and the warranty period.

· The CONSULTANT(S) shall provide and maintain coding standards and quality control to ensure coding readability, performance, and sustainability.

· The CONSULTANT(S) shall make proper resource arrangements to ensure support continuity during the holiday seasons.

B. WORK MODEL

Contract engagement with Consultant(s) primarily is based on Labor hours for each Approved Task Order. Hourly rate is fixed according to the rate schedule. Each task order with a consultant, except for urgent system fix, will be reviewed and approved by the City’s Project Manager who is also the GIS Manager, providing supporting material such as task scope; objectives, cost estimate, resource planning, and schedule are available. The consultant’s Account Executive will collaborate with CITY’s project manager to align objects, schedules, resources, and costs closely.

C. DELIVERABLES

For each task order assigned, the Consultant must follow CITY’s system design and development standards, to conduct the following tasks and produce deliverables:

· Conduct problem investigation, root cause analysis, problem resolution, and knowledge transfer on a needed basis

· Prepare functional specification, technical specification, testing plan, and training material

· Document configuration changes and process changes

· Others: Solution comparison, gap analysis, etc.

D. PERFORMANCE MANAGEMENT

The Consultant shall provide the City with methodologies and tools to demonstrate the ability to meet the performance requirements stated in the proposed contractual SLAs.

The Consultant shall develop procedures and tools for performance measurements including, but not limited to, the following:

· Quality of work: defect rate, re-work rate

· Response time

· Service fulfillment rate

· User Satisfaction (City)

Proposed Service Level Summary

Response Time After Notification Provide Solution Time

· Core business processes cannot be carried out.

· Security violation.

Escalation path: tbd

· The incident has a serious impact on critical tasks and no workaround is available.

· Customer affected.

Escalation path: tbd

· A small group of users are directly affected.

· The compliance timeline is affected

· Isolated incident.

· Degraded performance and/or is difficult to use.

approval, prioritization, and scheduling

· service or consultation.

· Cosmetic enhancements

· Report enhancements

E. CONTRACTOR QUALIFICATION

Qualified Contractor(s) should have a minimum of three US clients other than the City of Palo Alto to who they are providing software development services and provide references.

Qualified Contractor(s) submitting proposals on Utility-specific tasks listed in the scope of services should have a minimum of three US utility clients other than the City of Palo Alto to who they are providing software development services and provide references.

The Contractor(s) shall staff the support personnel with the following qualifications.

· Must have a minimum of 8 years of experience configuring and developing Esri ArcGIS systems with a thorough understanding of the integration required with other relevant Esri toolsets part of the Esri ecosystem.

· Must have experience and proficiency in any programming language and toolset the City will specify when there is a need to access additional skills and expertise.

· Requires excellent communication, analytical, facilitation, and negotiation skills, data/business process modeling, knowledge of competition, and industry happenings

· Ability to form, lead, and/or be a participant in a cross-functional team

· Superior level of attention to detail, time management, organization, and problem-solving skills with the ability to handle multiple projects and deadlines simultaneously.

· Demonstrates excellent requirements gathering and quality assurance testing skills, ensuring business needs are met.

· Esri or GIS certifications relevant to the position are preferred.

· Utilities Industry Business knowledge.

F. WARRANTIES

The Consultant warrants that all services provided under this contract(s) shall meet all the business requirements and specifications herein for a period of ninety (90) days.

The Consultant shall make fixes for problems found during the agreed upon warranty period ninety (90) days at no additional cost to the City.

The Consultant(s) shall replace the consultant’s staff member assigned to the City within one week upon receiving the City's written notification. Change of consultant’s staff reasons, include but not limited to:

· Security violation

· Communication deficiency

· Attendance Problem

· Failed to demonstrate professional knowledge

· City’s discretion

ATTACHMENT B-2 APPLICATIONS DEVELOPED BY GEODESY USED IN THE CITY

· AME Metadata Sync extends FDM to identify and fix metadata differences between CPAU’s Autodesk AME and the City’s GIS.

· Avec interactively edits RDBMS-based map feature data either while connected to the master data server or while remotely editing data in the field.

· Dox Exchange supports uploading, validating, and the indexing of documents scanned by external vendor.

· Dox Fetch provides feature-related document lists and files.

· Dox Search supports related document searches using file names, and path names, and keywords embedded in files.

· FDM provides a graphic user interface for editing the Feature Dictionary data.

· Gist provides general GIS viewing and analyses.

· ImageServer provides image basemaps to Encompass desktop applications.

· MapView provides access to GIS data for casual users.

· NcAdmin provides data definition and replication tools to manage multiple GIS databases.

· NcUpdate synchronizes data, metadata and software between servers, desktops, and mobile units.

New applications that were created in the recent years to assist with integration with ArcGIS:

* AwsFileReplication copies related documents from the on-prem vaults to AWS S3.

* CpaOprEtl updates the ArcGIS fclass used behind the Online Parcel Reports web app.

* NcEsriConverter converts GIS data between Encompass and ArcGIS accommodating data model differences.

* ReplicationCpa replicates the entire Encompass SQL Server database into a set of MS Access files.

* SyncCpaSde syncs data edited in ArcGIS to the Encompass SQL Server database.

ATTACHMENT B-3 APPLICATIONS DEVELOPED BY CAD MASTERS USED IN THE CITY

DATA ENGINES AND EXISTING APPLICATIONS

Database Engines: Oracle 12g Microsoft SQL Server 2008 Microsoft Access (for maintenance of legacy applications)

Primary Software Applications: Autodesk Map 3D Enterprise Autodesk AutoCAD Map 3D Autodesk AutoCAD Civil 3D Autodesk Utility Design (AUD) CMI Standards Manager

Custom Applications:

Electric data model (Oracle) and front-end application (Map 3D) Fiber data model (Oracle) and front-end application (Map 3D) Dark Fiber data model (Oracle) and front-end application (Map 3D) Water data model (Oracle) and front-end application (Map 3D) Gas data model (Oracle) and front-end application (Map 3D) Wastewater data model (Oracle) and front-end application (Map 3D) Traffic Signals data model (Oracle) and front-end application (Map 3D) Street Lights data model (Oracle) and front-end application (Map 3D)

SOGen: WGW Service Order Generation EEM: Electric Equipment and Maintenance AUD: Electric Autodesk Utility Design DoxBrowser: Utility Document Management System DWGGen: Drawing Generation for creating AutoCAD and AUD entities from GIST Map Locator: custom Google Maps interface on top of AutoCAD

FME workspaces for import from and export to SAP, ESRI SHP, DWG and Excel Encompass GIST/Oracle data synchronization WaterCAD data export Gas Works data export ICOMMM data export Transformer Purchasing DB data export SAP data import and export Reports:

Check Phase Check Voltage Conductor Lengths Electric Conductor Statistics Electric Network Statistics EV Charger Transformers EV Chargers Primary Conductor Circuit Segment Lengths Smart Meter Circuits Transformer Consumption Transformer Demand (All Transformers) Transformer Demand Meter Transformer Peak Demand (All Transformers) Transformer Circuit Unconnected Service Points Unconnected Transformers

ATTACHMENT B-4

ESRI SMALL GOVERNMENT TERM ENTERPRISE LICENSE AGREEMENT

The following are the list of products the City has access to with its Esri small government term enterprise license agreement.

Uncapped Quantities Desktop Software and Extensions ArcGIS Desktop Advanced (Concurrent and Single use) ArcGIS Desktop Standard (Concurrent and Single use) ArcGIS Desktop Basic (Concurrent and Single use) ArcGIS Pro Advanced (Concurrent and Named User) ArcGIS Pro Standard (Concurrent and Named User) ArcGIS Pro Basic (Concurrent and Named User) ArcGIS Desktop Extensions: ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Publisher, ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS Workflow Manager, ArcGIS Data Reviewer

Enterprise Software and Extensions ArcGIS Enterprise and Workgroup (Advanced and Standard) ArcGIS Enterprise Extensions: ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Geostatistical Analyst, ArcGIS Network Analyst, ArcGIS Schematics, ArcGIS Workflow Manager

Enterprise optional servers ArcGIS Image Server

Developer Tools ArcGIS Engine ArcGIS Engine Extensions: ArcGIS 3D Analyst, ArcGIS Spatial Analyst, ArcGIS Engine Geodatabase Update, ArcGIS Network Analyst, ArcGIS Schematics ArcGIS Runtime (Standard) ArcGIS Runtime Analysis Extension Limited Quantities One (1) annual Professional subscription to ArcGIS Developer* Two (2) Esri CityEngine Advanced Single Use Licenses 250 Level 1 ArcGIS Online Named Users 250 Level 2 ArcGIS Online Named Users 37,500 ArcGIS Online Service Credits 250 Level 1 ArcGIS Enterprise Named Users 250 Level 2 ArcGIS Enterprise Named Users 5 Insights for ArcGIS

ATTACHMENT B-5

UTILITY ELECTRIC DEPARTMENT SPECIFIC NEEDS

Engineering Electric Distribution System Analysis - H System Modeling Impedances Load profile, voltage profile Short circuit analysis Optimizing switching configurations Pole loading and configuration data (pole attachments) - H Cable aging reports – H Mapping updates via project estimates - H PV potential/impact - H EV impact - H Real time transformer loading - H Field application to initiate field correction process - M Field application to prepare project estimates - L Cable pulling calculations - L Estimating and materials ordering (currently AUD) – important but not vital

Fiber Optic Mapping - H Database of connections and customers - H Node configurations (tray assignments) - H Fiber optic connection and path project design Creating project estimates - H

Asset Management System

Inspection records Equipment ordering/purchasing /delivery status Equipment reservation

Operations Outage Management System - H Outage notification system - H Outage troubleshooting - H Development of restoration steps Automatic outage restoration Outage location based on measured fault currents Video Wall - H Real time circuit map with circuit configuration Real time switch configurations (open/closed) during clearances, outage restoration, etc.

Outage area identification Outage restoration identification Real time feeder segment loading - H Fiber Optic system operation monitoring - H Outage indices calculation - M Automated clearance switching operations development – M Real time customer voltage monitoring - M

CVR - M

Field application for switching change notification during clearances/outage restoration - L

Data Sources Smart Grid – substation SCADA, field sensors Operator input Advanced Meters Billing information

ATTACHMENT B-6 UTILITY WATER, GAS, AND WASTEWATER OPERATIONS SPECIFIC NEEDS

· Gas and Water Leaks In order to stay in compliance with DOT, we need to be able to track gas leaks on our GIS system. We schedule repairs depending on the leak grade. Some require immediate repair (Grade 1), while others may only need to be rechecked on an annual basis (Grade 3).

· Plot Leaks

· Track Maintenance History

· Schedule Maintenance

· Being able to print maps for Gas Leak Surveys based on Grids or specified locations

· Create Dashboard

· Gas and Water Main Replacement Projects In order to keep everyone aware of the progress during gas and water main replacement projects we track the status of tie-ins and meter transfers.

· Track Gas Service Re-connects o Create Dashboard

· Gas and Water Valve Program In order to stay in compliance with DOT, we are required to maintain 110 gas “Key” valves annually. We track the status along with maintenance history in our GIS. We also maintain the remaining 3000 gas valves and the 6000 water valves on a 5-year program.

· Track Maintenance History

· Display what has been worked vs what is pending

· Schedule Maintenance

· Create Dashboard

· Hydrant Program WGW Operations is working with the Fire Department to make sure hydrants are in working condition with the proper connections types. Flushing is also performed to maintain water quality and we need to track where, when and how much is being flushed.

· Track Maintenance History

· Display what has been worked vs what is pending

· Schedule Maintenance

· Keep flushing amount records

· Create Dashboard

· Gas Receiving Station Maintenance In order to stay in compliance with DOT, we are required to visually inspect and maintain our gas receiving stations.

· Track Maintenance History

· Track Visual Inspection

· Track any other station visit

· Create Dashboard

· Odorant Station Maintenance In order to stay in compliance with DOT, we are required to take quarterly odorant samples at the different odorant stations.

· Track Odorant Levels

· Create Dashboard

· Oil Drip Station Maintenance Oil drip samples are taken on a quarterly basis to determine if there is any oil in the gas pipeline.

· Track Oil Samples

· If oil is found, trigger workflow for PCB testing Create Dashboard

· Water Sampling Site Records Water samples are taken daily to make sure we are in compliance with all state and federal regulations.

· Track Maintenance History

· Scheduling of compliance sampling – including weekly, monthly, annual, triannual ,etc.

· Create Dashboard

· Water Station Maintenance Water Station maintenance is performed to ensure we are in compliance with all state and federal regulations.

· Track Maintenance History o Create Dashboard

· Backflow Program State mandate program to protect drinking water from contamination via commercial and residential sources.

· Track active, delinquent and failed devices

· Schedule recertification

· Allow backflow testers to submit tests online

· Send notifications

·…