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HomeMy WebLinkAboutProfessional Service Agreement with Matraex Application Programming for Database Design AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT, made this 11 day of Julv , 2006, by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "CITY", 33 East Idaho Avenue, Meridian, Idaho 83642, and Matraex Application Programminf;!: , hereinafter referred to as "CONSULTANT", whose business address is 2319 Halsey Street; Eaf;!:le, ill 83616 , . 1. Scope of Services: CONSULTANT shall perform all services, and comply in all respects, as specified in the document titled "Proposal for Services" a copy of which is attached hereto as Exhibit "A," dated June 28,2006, and incorporated herein by this reference, together with any amendments that may be agreed to in writing by the parties. 2. Time of Performance: This agreement shall become effective upon execution by both parties, and shall expire on February 1. 2007 unless earlier terminated or extended. 3. Indemnification and Insurance: CONSULTANT shall indemnify and save and hold harmless CITY from and for any and all losses, claims, actions, judgments for damages, or injury to persons or property and losses and expenses caused or incurred by CONSULTANT, its servants, agents, employees, guests, and business invitees, and not caused by or arising out of the tortious conduct of CITY or its employees. CONSULTANT shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance, in which the CITY shall be named an additional insured in the minimum amount as specified in the Idaho Tort Claims Act set forth in Title 6, Chapter 9 of the Idaho Code. The limits of insurance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless CITY; and if CITY becomes liable for an amount in excess of the insurance limits, herein provided, CONSULTANT cuvenanls and agrees tu indemnify and save and hold harmless CITY from and for all such losses, claims, actions, or judgments for damages or liability to persons or property_ Additionally, CONSULTANT shall maintain Workers Compensation Insurance, in the statutory limits as required by law. CONSULTANT shall provide CITY with a Certificate of Insurance, or other proof of insurance evidencing CONSULTANT'S compliance with the requirements of this paragraph and file such proof of insurance with the CITY. In the event the insurance minimums are changed, CONSULTANT shall immediately submit proof of compliance with the changed limits. Evidence of all insurance shall be submitted to the City Clerk with a copy to Meridian City Accounting, 33 East Idaho A venue, Meridian, Idaho 83642. PROFESSIONAL SERVICES AGREEMENT - page I of 5 4. Independent Contractor: In all matters pertaining to this agreement, CONSULTANT shall be acting as an independent contractor, and neither CONSULTANT nor any officer, cmploycc or agcnt of CONSULTANT will be deemed an employee of CITY. The selection and designation of the personnel of the CITY in the performance of this agreement shall be made by the CITY. 5. Compensation: CONSULTANT shall be compensated for professional services pursuant to and specified in attached Exhibit "A," dated June 28, 2006. 6. Method of Payment: CONSULT ANT will invoice the City of Meridian Accounting Department at 33 East Idaho Avenue, Meridian, Idaho 83642 directly for all current amounts earned under this Agreement at the end of each month or upon completion of the scope of services. The CITY will pay all invoices within thirty (30) days after receipt. 7. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: rity of Meridian Attn: Keith Watts, Purchasing Agent 33 E. Idaho Avenue Meridian, Idaho 83642 Matraex Application Programming Attn: Michael Blood, President 2319 Halsey Street Eagle, ill 83616 Either party may change their address for the purpose of this paragraph by giving written notice of such change to the other in the manner herein provided. 8. Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agrccmcnt, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fees as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and shall survive any default, termination or forfeiture of this Agreement. 9. Time is of the Essence: The parties hereto acknowledge and agree that time is strictly of the essence with respect to each and cvcry tcrm, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder PROFESSIONAL SERVICES AGREEMENT - page 2 of 5 shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 10. Assignment: It is expressly agreed and understood by the parties hereto, that CONSULTANT shall not have the right to assign, transfer, hypothecate or sell any of its rights under this Agreement except upon the prior express written consent of CITY. 11. Discrimination Prohibited: In performing the Services required herein, CONSULTANT shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 12. Reports and Information: At such times and in such forms as the CITY may require, there shall be furnished to the CITY such statements, records, reports, data and information as the CITY may request pertaining to matters covered by this Agreement. 13. Audits and Inspections: At any time during normal business hours and as often as the CITY may deem necessary, there shall be made available to thc CITY for examination all of CONSULTANT'S records with respect to all matters covered by this Agreement. CONSULTANT shall permit the CITY to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 14. Publication, Reproduction and Use of Matel'ial: No material prouuced in whole or in part under this Agreement shall be subject to copyright in the United States or in any other country. The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement. 15. Compliance with Laws: In performing the scope of services required hereunder, CONSULTANT shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 16. Changes: The CITY may, from time to time, request changes in the Scope of Services to be performed hereunder. Such changes, including any increase or decrease in the amount of CONSULTANT's compensation, which are mutually agreed upon by and between the CITY and CONSULTANT, shall be incorporated in written amendments to this Agreement. 17. Termination: If, through any causc, CONSULTANT, its officers, employees, or agents fails to fulfill in a timely and proper manner its obligations under this Agreement. violates any of the covenants, agreements, or stipulations of this PROFESSIONAL SERVICES AGREEMENT - page 3 of 5 Agreement, falsifies any record or document required to be prepared under this agreement, engages in fraud, dishonesty, or any other act of misconduct in the performance of this contract, or if the City Council determines that termination of this Agreement is in the best interest of CITY, the CITY shall thereupon have the right to terminate this Agreement by giving written notice to CONSULT ANT of such termination and specifying the effective date thereof at least fifteen (15) days before the effective date of such termination. CONSULT ANT may terminate this agreement at any time by giving at least sixty (60) days notice to CITY. In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by CONSULT ANT under this Agreement shall, at the option of the CITY, hecome its property, and rONSUT T ANT shall be entitled to receive just and equitable compensation for any work satisfactorily complete hereunder. Notwithstanding the above, CONSULT ANT shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by CONSULTANT, and the CITY may withhold any payments to CONSULTANT for the purposes of set-off until such time as the exact amount of damages due the CITY from CONSULTANT is determined. This provision shall survive the termination of this agreement and shall not relieve CONSULTANT of its liability to the CITY for damages. 18. Construction and Severability: 11 any part ot this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as thc rcmaindcr of thc Agrccmcnt is reasonably capable of completion. 19. Entire Agreement: This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 20. Applicable Law: This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the ordinances of the City of Meridian. 21. Approval Required: This Agreement shall not become effective or binding until approved by the City of Meridian. B PROFESSIONAL SERVICES AGREEMENT - page 4 of 5 CITY OF MERIDIAN BY: Attest: PROFESSIONAL SERVICES AGREEMENT - page 5 of 5 Ma1rnaex Application Programming Exhibit A Proposal for Services Presented to: City of Meridian Planning Department Services: · Create an online Planning Department Application Process · Enhance the Staff Report creation process based on Application information . Create other Ad Hoc reporting abilities · Create a Public Website for displaying the information in the system Wednesday, June 28, 2006 Prepared by: Michael Blood Matraex, Inc Document Overview Matraex proposes to create an online password protected website which handles several of the procedures of the Planning Department. This proposal expires on July 15th. ,2006. We will create a process through which developers register and make applications to the Planning Department based on their existing paper application. The applications will immediately become available to the staft of the Planning Department. The staft will be able to make changes to the application, make notes and store other information regarding the application into the website. This information will be immediately available to any other staft members online. The staff will also be able to develop a "staff report" based on the application and the saved information. The staff report creation process will be designed to be flexible and robust. A staft report "template" will be created which will allow the staff member to create a staff report based on standard rules yet the staff report can be modified to include any text that the staff would like. The system will be designed in an open ended fashion so that it will be easy to add additional features to help streamline the way that the developers and staff members interact. The system will be implemented on the City of Meridian servers using an ASP web page and a MS SQL Server database. A more detailed proposal follows Detailed ProDosed Action The detailed portion of this proposal contains the actual features and components of the website that will be required to achieve the described functionality. This detailed section is broken into 5 sections which may have their own subsection to break up and quantify the specific final features. . Database Design . Administrative Section . Staff Login . Applicant Section . Training . Final implementation Database Design We will design and build a database to store each of the applications and each of the features described below. The database will be built using Microsoft SQL Server and will utilize good naming convention, keying and indexing for fast response times and straight forward maintenance. Administrative Section The administration section is a section restricted to only administrators by user name and password. This section will be used for infrequent system setup and configuration as well as user management. Staff User Management The administrators will be able to add/ modify and delete staff users from the system. Users can login and perform certain staff actions in the system depending on the permissions of that user. The permissions that will be available are . User Management (administrator) . Applicant User Management . View Applications . Modify Applications . Staff Report Setup . Create Staff Report Additional permissions can be added by in the future to enhance the functionality and customizability of the system. Applicant User Management The Staff user with the correct permissions will be able to add / modify and deactivate developer registration information. In this section a searchable list of all of the developers Ulat have registered will be displayed. The Staff user will be able to modify their information so that they can reset, change and deactivate passwords for developers who have registered on the site. Staff Login The Staff login area is a password protected area that only staff login to and access the applications in the system based on the permission of the Staff user. Application List The staff member will have access to a list of the applications. A quick search will either show all pending (not archived) applications. or it will show applications sorted by date or application type. Staff Report Template Setup An "all options" staff report template will be created with all of the options available on a staff report. Certain sections of this report will be setup to either show or hide by default on new staff reports and depending on the saved information on the application. The knowledge of whether to show or hide the sections will come from meetings and collaboration with the Planning Department team. This setup will be a one time setup that will be done by Matraex. View I Modify Applications Depending on the user permissions the staff may view the application and the data within the application. If the user has the permissions to modify the application they can go into several sections containing different Information on the application. They can fill in or change the information as needed. The information available to change will be based on the current Planning and 70ning application MS Access information. This section will be built in a modular fashion to accommodate future enhancements and changes to the stored application information. Create Staff Report The users that can create the staff report will be able to work through the potentially multiple pages of the staff report template. The sections of the template will be based on a huge "all options" template which has many paragraphs and sections. Only the sections which match a specific predefined set of rules will be shown by default. Each section, whether shown by default or hidden by default, can be modified, hidden or included by the staff user building the staff report. The Staff user will also be able to upload images with a label anywhere in the report. Staff reports are automatically saved for future editing. When a report is saved it will be listed in the staff reports list. The staff user will be able to "lock" the report when they are finished editing it. This will make the report so that it can not be modified and it will stay the same in the system. Each report can be copied to a new modifiable report. This will facilitate the ability to maKe a follow-up staff report based on a previous report and it will also make sure there is always a permanent record of the locked staff reports in the system. The staff user and a user with the "View Applications" permission will be able to view the applications and the staff reports. These users can print the staff report at any time. An utility will be installed and built into the site so that users can also download the report in PDF format. Reports A reports section will be available in the Staff section where reports can be quickly run on the information in the system. Initially only two reports will be created but the area can support many more reports. It will be faster, more maintainable and flexible to build these reports into the Staff area of the website than to put them into an Access database. · Hearing Dates - This report will be modeled after the Hearing Dates report in the current Access database. It will searchable by date and type of hearing. · Applications in process - This report can be ordered and grouped by Project I Subdivision name or by City Planner so that the Staff User will be able to view City Planner Workload as well and the number of applications per Project. Applicant Section An applicant will be able to register as a developer and receive a confirmation email so that they can login and make" applications through this section Registration The registration section will collect the Applicant's name, address information and request an email, username and password. They will be sent an email to verify their email address. Once their account is verified they will he able to login to submit a new application. Password Protected Section The applicant section will be protected by the applicant's username and password. The only functionality available to a logged in applicant will be to . view a list of past applications with the date of application and then name of the application . Create new application New Applications The Applicant can fill out new applications which look just like the City of Meridian Planning Department "COMMISSION & COUNCIL REVIEW APPLICATION". Their applicant name, address phone & zip will be filled in with the information collected at registration time. The application information will be saved to the database for Staff review upon their completion. When the application is submitted an email will be sent to designated Staff users to notify them that a new application has been filled out. The Applicant can also fill out the "ADMINISTRATIVE REVIEW APPLICATION" This ~J1plication information will be saved into the same database with the other applicant information however Staff Reports can not be generated based on this information. Ad Hoc Reporting Tool A separate Microsoft Access Database will be setup with a connection to the full database. The database will have view only permissions to pull the raw information out of the database and can be used to create and save ad hoc reports. An Access Data Project (ADP) will be delivered on the "project review date" with a connection the development database. An identical ADP will be created with a connection to the final database at the time of "sign off" PubliC Website A public website will be created which lists 20 active applications. The user will be able to click to the next 20 applications so that all active applications are available. The list will show the date and applicant name with a c1ickable link to the full application. The full application will have the original information filled out by the applicant. View Application Details We will create a view only version of the Application Information filled out by the by the Staff Login. This view only version will display all of the Application Information that available for the selected application. Staff Reports The public website will also show all of the staff reports as soon as the Staff Login finalizes the Staff Report. All finalized revisions of the Staff Report will be displayed on the website with the most recent "final" revision showing first and the historical versions showing afterwards. Time Frame and Finalization Inilial development will be completed on our servers and ready for Client review within 55 business days of date that Client approves this project to move forward ("project start date"). On the day that the site is turned over to the Client for review ("review start date"), Client will have 15 business days to review the product after which Client must either submit a "punch list" of changes or sign off on the project as complete. This punch list may contain only items that are necessary to complete the feature enhancements with in the scope of this document. There is no cost associated with any of the time spent fixing items on the punch list since they will all be features of the original scope that are not complete. Any other changes or enhancements that may be requested which are not specifically mentioned in the scope of this document must be submitted as a change order. Matraex will have 10 business days to complete that punch list. Once all punch list items have been completed Client will have 5 business days to review and provide "sign off" of the project at which time the project will be considered final. At this time the Final Implementation will be done to the City of Meridian servers and balance of the project cost will be due. Final Implementation After sign off on the full features of this project the site and database will be transferred to the City of Meridian website and database servers. A dedicated FTP account and a dedicated MSSQL server account must be setup by the City of Meridian IT Staff prior to Final Implementation to accommodate the site. The City of Meridian IT Staff will also need to purchase and install a utility on the server that will be used to convert reports to PDF format. Assistance will be given to the IT Staff to purchase and install this utility. The Final Implementation will not be complete until the website is setup and working at the same level as on the development servers. Training A how-to document describing how to fill out and print Staff reports will be created which describes how a Staff user will be able to navigate and build the Staff report based on the application and the application information. Two separate Question and Answer training sessions lasting up to 1 hour each will be provided to help the Client staff get up to speed with using the software. It is recommended that one "guru" become the most acquainted with the software so that they can spread the training out through the organization. No training will be provided for using the Microsoft Access Data Project since it is for Ad Hoc reporting tool although, as Change Orders, we can create generic reports and train users to get the custom reporting started as. Costs I The total cost of this application to client will be $11520 based on 128 hours of development and consulting work at $90/ hour. No deposit will be required at the time of signing. The time frame will begin immediately upon receipt of the signed agreement. Full payment will be required upon "sign off" of the project. Database Design 4 hours Administrative Section 2 hours Staff User Management 3 hours Applicant User Management 4 hours Staff Login 2 hours Staff Report Setup 18 hours View Modify Applications 20 hours Create Staff Report 26 hours Applicant Section Registration 4 hours Password Protected Section 2 hours New Applications 7 hours Report Section 2 hours . Hearing Dates 2.5 hours . Applications in process 4.5 hours Ad Hoc Reporting Tool 1.5 hours Public Website 6 hours View Application Details 8 Hours Staff Reports 1.5 hours Training 6 hours Final Implementation 4 hours Total 128 hours Assumptions . If the scope of the enhancement and changes do not exactly reflect the needs of the client thAY will mquAst changes before executing this agreement. . This proposal shall become the full agreement between parties once executed by both parties. . Client must be reasonably available to answer questions regarding the finite details of their practices and needs regarding this project. . Matraex, Inc will not be responsible for delays in the project due to delays in Client's business decisions, change of focus or contact delays. . Change orders must be submitted if any element of this project must change before completion. Any and all changes that may be addressed will require that both parties readdress project cost and project timeline before the change is implemented. Change Orders will be billed at the rate of $90/ hour. To beQ.Ln_Q~_\l~t()e C::'aate will be \ \ \ \ \ ill I : 111 'I \\\\ . II}, I I~/" , "' :t . // ,::' ':'\ "''---'--. '. '''101/ <;, :::;" i.~ ""-...,'V ~ P41h "" t;1(' .e /(,/< ~ m2::'- (~) J \ Printed - (1,0.. ". T - City of Meridian Planning Depart~ent ~entlO....~i....::..J '':1 ~ G <.P I ::- ~ t::. _ "':>'.p ~ , ,1g I: .>,,-, "!-,:" ,_-::: Phone ,/ _~ _ ...<'~'<:,., ~~"_._.--; ~;J't',<:~" #17e.r~ c::?~"/.,r '/ "',:, ~-'f\:'",\\\<" I.qnq Ht,,\1 Matraex, Inc (208) 344 . 1115 phone (208) 493 - 3040 fax Suggestions The following suggestions are not included as part of the scope of this document but are areas that the system can be expanded or enhanced in the future. These areas are not critical to the first implementation of this site but seemed to have a quality that may be useful in the future. If any of these suggestions are desired as part of the current project please request that a new proposal be submitted to you with the suggestions before executing the proposal. Forgot your password This handy feature is one that can be made available for users who registered through the front end of the website. It can save time for your staff if the registered users are bogging them down with phone calls regarding forgotten passwords. Applicant Notes We can add a feature to the system which lets the staff user add notes to the application which can optionally be sent to the Applicant via emall.This might be useful in quickly letting the Applicant know where their application is in the process of things. It may also allow the Staff user reviewing the application to quickly request additional information. Applicant Upload This is a feature discussed in our initial meeting. We can create an area of the Applicant login where they can upload documents and files and attach them to a previous application. This will attach the documents to a previous application and em ail the designated Staff User to let them know that a new file was uploaded to the system.