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BILL NO. 97 so
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SPONSORED BY COUNCILMEN Jackson Landwehr& '
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ORDINANCE NO.
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{ AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING ZING THE f-
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH M. J. HARDEN
ASSOCIATES, INC. FOR GIS
STRATEGIC PLAN CONSULTANT SERVICES.
BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS
FOLLOWS:
S 1. The Mayor and City Clerk are hereby authorized and directed to execute
an agreement with M. J. Harden Associates, Inc. for GIS Strategic Plan Consulta
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Agreement Services. nt f,
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SECtion 2. The agreement shall be substantially the same in form and content as
that agreement attached h �`';
hereto as Exhibit A.
Section 3.3. This Ordinance shall be in full force and effect from and after the date
its passage and approval. of
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•'. , Approved:
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Presiding Officer
Mayor
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A ` APPROVE
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CITE' OF JEFFERSON
CONTRACT FOR PROFESSIOMU SERVICES
THIS C0111TRACT, made and entered into this —eday of April, 1998, by and between the City of { `;
Jefferson, a municipal corporation of the State of Missouri, hereinafter referred to as the"City," and M.J.
Harden Associates, Inc. a corporation of the State of Missouri, hereinafter referred to as the "Consultant." j
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WITNESSETH: j
THAN WHEREAS, the City desires to engage the Consultant to render certain technical and consulting �
services as to the GIS Strategic Plan hereafter described in Attachment A; and
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( `I IUT WHEREAS, Consultant has made certain representations and statements to the City with respect
1 to the provision of such services and the City has accepted said proposal to enter into a contract with the
Consultant for the performance of services by the Consultant.
'NOW THEREFORE,for the considerations herein expressed,it is agreed by and between the City and the Consultant as follows:
1. Sc.Sip �'13'1p
The City agrees to engage the services of the Consultant to perform the services hereinafter set forth in
Attachment A, attached hereto and incorporated herein by reference.
2. tions r Deletions to Services
{ The City may add to consultant services or delete therefrom activities of a similar nature to those set forth in
Attachment A, provided that the total cost of such work does not exceed the total cost allowance as specified r
' in paragraph 7 hereof: The Consultant shall undertake such changed activities only upon the direction of the
City. All such directives and changes shall be in written form and approved by the Director of Public Works
i and shall be accepted and countersigned by the Consultant or its agreed representatives.
The Consultant will perform any additional work requested by the City which is not specifically covered in the
- scope of work as defined herein at a reasonable fee or compensation to be agreed to between the City and the
Consultant at the time any such service may be required.
` 31 ontract. +
" :'his Contract shall remain in force from the date of execution until December 31, 1998, unless sooner
"4 tr�rminated under paragraph 8 hereof or unless extended by agreement of the parties.
4: E:istin�Datra.
�j RISE ' j
All infbrmation,data and reports as are existing, available and necessary for the carrying out of the work„shall t;
be'furnished to the Consultant without charge by the City, and the City shall cooperate with the Consultant
in every reasonable way in carrying out the scope of services. The City shall also approve all procedures
g }` established to govern the relationship among the City,the Consultant and third parties. The City shall furnish
to Consultant,in writing;all of the City's requirements for the project,including,but not limited to, schedule at
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an financial constraints and an City criteria,standards des'
f Y , Y Y design objectives,or design constraints.
g The City shall make final design and planning decisions utilizing information supplied by the Consultant. The
City shall provide designated personnel to represent the City in matter involving the Consultant.
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The Consultant represents that the Consultant has or will secure at its expense all personnel required to
perform the services called for under this contract by the Consultant.Such personnel shall not be employees
of the City or have any contractual relationship with the City except as employees of the Consultant. All of the
s _ services required hereunder will be performed by the Consultant or under the Consultant's direct supervision
j• and all personnel engaged in the work shall be fully qualified and shall be authorized under state and local law
to perform such services. None of the wort:or services covered by this Contract shall be subcontracted without
the written approval of the City.
' G. Notitce
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The services of the Consultant shall commence as directed in the Notice to Proceed and shall be undertaken
and completed in accordance with the schedule contained in Attachment A.
7. COMIDensation..
The City :agrees to pay the Consultant in accordance with the rates set forth in Attachment B which shall
constitute full and complete compensation for the Consultant services hereunder. Such compensation will be
paid in progress payments, as established by the City. The final payment will be subject to receipt of a
.requisition for payment and a statement of services rendered from the Consultant certifying that the
Consultant fully performed all work to be paid for in such progress payments in conformance with the contract. ,t
It is expressly understood that in no event will the total compensation and reimbursement to be paid to the
Consultant under the terms of this contract exceed the sum of Forty-Nine Thousand Twenty Dollars
f ($49,020.00)for all services required unless specifically and mutually agreed to in writing by both the City and
Consultant. No change in compensation shall be wade unless there is a substantial and significant difference
between the work originally contemplated by this Contract and the work actually required.
8. Failure to Pe orb, Cancellations
If, through any cause,the Consultant shall fail to fulfill in timely and proper manner its obligations under this '
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contract,or if the Consultant shall violate any of the covenants, agreements, or stipulations of this contract,
the City shall thereupon have the right to terminate this contract by giving written notice to the Consultant
of such termination and specifying the effective date thereof, at least five(5)days before the effective day of
such termination. The Consultant or the City may terminate this contract upon thirty(30)days prior written
notice. In the event of termination, all finished or unfinished documents, data, studies, surveys, drawings,
maps, models, photographs, and reports or other materials prepared by the Consultant under this contract
shall, at the option of the City, become its property, and the Consultant shall be entitled to receive just and
equitable compensation for any satisfactory work completed on such documents and other materials.
P
i9. Assignment..
The Consultant shall not assign any interest in this Contract, and shall not transfer any interest in the same }
s r whether by assignment or novation),without prior written consent of the City thereto. Any such assignment
ts' is expressly subject to all rights and remedies of the City under this Contract, including the right to change or
4i } delete activities from the contract or to terminate the same as provided herein, and no such assignment shall
require the City to give any notice to any such assignee of any actions which the City may take under this
Contract, though the City will attempt to so notify any such assignee.
10. S onfisig. itx,
Any reports, data or similar information given to or prepared or assembled by the Consultant under this
... Contract which the City requests to be kept as confidential shall not be made available to any individual or
organization by the Consultant without prior written approval of the City.
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11 '� 11. Nondiodm►inatim
The Consultant agrees in the performance of the contract not to discriminate on the grounds or because of race,
creed,color,national origin or ancestry, sex,religion,handicap,age or political affiliation,against any employee
of the Consultant or applicant for employment and shall include as similar provision in all subcontracts let or s
awarded hereunder.
't' lZ. ��gendent Co>��
The Consultant is an independent contractor and nothing contained herein shall constitute or designate the
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Consultant or any of its agents or employees as agents or employees of the City.
of at AYA
13. �.���s�Ly fable,
The Consultant shall not be entitled to any of the benefits established for the employees of the City nor be
covered by the Workman's Compensation Program of the City.
14. Liah .
The parties mutually agree to the following:
(a) In no event shall the City be liable to the Consultant for special, indirect or consequential
" damages, except those caused by the City's negligence arising out of or in any way connected
with a breach of this contract. The maximum liability of the City shall be limited to the
amount of money to be paid or received by the City under this contract. j
} (b) The Consultant shall indemnify and hold the City harmless from and against all claims,losses
and liabilities arising out of personal injuries,including death, and damage to property which
are caused by the acts,errors and omissions of Consultant for which they would be otherwise
legally liable, arising out of or in any way connected with this contract, subject to the
maximum amount of money to be paid under this Contract.
}., _ •; lb. Documents.
Reproducibles of tracings and maps prepared or obtained under the terms of this Contract shall be delivered
upon request to and become the property of the City upon termination or completion of the work.Copies of basic "t
' survey notes and sketches,charts,computations,and other data prepared or obtained under this Contract shall be made available, upon request,to the City without restrictions or limitations on their use. When such copies 4
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are requested, the City agrees to pay the Consultant its costs of copying and delivering same.
16. Nonmolicitatjon• 1
The Consultant warrants that he has not employed or retained any company or person,other than a bona fide
employee working solely for the Consultant,to solicit or secure this contract,and that he has not paid or agreed
to pay any company or person, other than a bona fide employee working solely for the Consultant, any fee,
commission,percentage,brokerage fee, gifts,or any other consideration,contingent upon or resulting from the
Fart' award or making of this contract.For breach or violation of this warranty,the City shall have the right to annul'
' this.contract without liability, or, in its discretion, to deduct from the contract price or consideration, or.
otherwise recover the full amount of such foe,commission,percentage,brokerage fee, gifts,or contingent fee.
t 17. .ks and TEie -�,
The Consultant and all his subcontractors shall maintain all books,documanta,papers,accounting records,and
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other evidence pertaining to costs incurred in connection with this Contract, and shall make such'materials
aF3, available at their respective offices at all reasonable times during the Contract and for a period of three(3)
4
years following completion of the Contract.
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The' Consultant shall not be liable for.delays resulting from causes beyond the reasonable control of the
t Consultant; the Consultant has made no warranties,expressed or implied,which are not expressly set forth
in this contract;and under no circumstances will the Consultant be liable for indirect or consequential damages.
19. Notices•
t; All notices required or permitted hereunder and required to be in writing may be given by first class mail
" . addressed to the City of Jefferson, c/o Director of Public Works, at 320 East McCarty Street,Jefferson City,
Missouri, 66101, and M.J. Harden Associates, Inc., 1019 Admiral Boulevard, Kansas City,Missouri, 64106.
j.; . The date and delivery Of any notice shall be the date falling on the second full day after the day of mailing.
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20. Law t9—VaQYrXJU
of Missouri as to both interpretation and performance.
This contract shall be governed by the laws of the State rp
IN WITNESS WHEREOF,the parties hereto have set,their hands and seals this_f=�'" `day of April, 1998.
.X ,
CITY OF JEFFERSON,MISSOURI[ CONSULTANT
4, M. E SOCIATES, INC.
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i Mayor Title: }
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E. L�le ATTEST:
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APPROVED AS TO
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Attachment A
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x Sery ces
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3.2,1
phase 1 Project Preparation
The high level work plan fbr Phase 1 is shown below. The precedence diagram sorts out the recommended
order of work, Each rectangle represents a series of tasks that produce a project deliverable. Each task
series is described in this section with a more specific work plan diagram that includes the deliverables for f
each task. t
Client to gain familiarity with the City's data sets and
NM will schedule an onsite design meeting with the
s
to gain art understanding of the current needs of the City.
Phase I Work Plan +
'rTawsk 9&viel Requirements Conceptual Implementation Prep Prepare Report
Definition Design Planning Recommendations Present Results
Task Series 60 Task Series 20 Task Series 30 Task Series 40 Task Series 50 i
. Project Management
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Task Series 70
T>utk Series)i19:Oxeac�Ixs The Proiect
Thep tsse of this task series is to assure,that MgH and the Client understand the work in the same way,
and chef everyone understands what he/she is responsible for doing. It also sets the scope,schedule and 5
E'1 budget for this phase of the project. The revised work plan that is produced by these tasks becomes the l
control device from which success is measured.
Schedule t .
4 Proposal Review Modify Approve Budget ;•
work Proposed Work Plan Work Plan
Plan Work Plan Assump-
tions ."
' Tasks i
Negotiate and
r t` Contract Contract
Responsi- �.
biliaes
ti•�r•
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x'11 resent the work
plan to the Client. MJH will answer ld r
Task 11 Review Proposed Work Ptarc MJH will p P �
k aly questions
from the Client. Assumptions,task descriptions;schedule,and deliverables will be discussedt
r l and clarified The Client's suggestion s,for•improvement will be incorporated into the plan: Responsibility ,
tasks will be assigned to specific individuals and the time to complete each task will be estimated.
x\t Task 12:Modify Work Plan—MJH will update the work plan to reflect all the changes and suggestions l
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from the review.'Responsibility for each task will be made clear. The work plan will be copied and
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distributed to those responsible for deliverables:.,..
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14 's
Tusk 13:App
Work Plan—The Client will review and approve the plan or send it back for,further
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'�. modification.
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Task 14:Negotiate Contract—With the scope set and time estimates made for each task,MJH can begin to
price the work effort. MJH will work with the Client to execute a contract. This negotiation should be
i straightforward since agreement already exists on the best way to approach each task.
Series 20:Requirements Definition
Task Se q
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must
do, It is written mostly in
end-use
=1 - This task series prepares a document that felts what the GI5 m Y !
language except for some technical requirements. Occasionally it is necessary to explain why a '
`! requirement exists;but specifying how the requirements are delivered is avoided to keep from biasing a
t good platform choice.
r Interview
j City Require-
' Deprtment mints
i Document
Require- Analyze and
( ments Prepare for Task 11 Document Problem
Document Interviews
Outline Interviews List
Interview
Task 11 External Task 24
Departments
1 Task 13
p Task ZI:,Pvepare far Interviews—MM will work with the Client to schedule interviews and prepare
survey sheets and questionnaires. The survey sheets and questionnaires are used primarily to prepare ,.
i interview participants and to save time.
.Task Z2:Interview Ciryt Departments—MJH will interview key Client personnel and collect survey
y responses. MJH staff will ask questions to assure that Client departments fully understand the surveys.
The questions primarily probe to discover problems with information,accuracy,timeliness,accessibility,
redundancy,etc. Clearly defining information problems is the key to defining solutions(conceptual a
,. design),and identifying opportunity cost(economic analysis). All assessment facility data stores used by
those being interviewed are identified.
Departments
Agency Estimatctd Hours
7 Public Works
Engineering (Combined Interview) City/County 3
City 2
Sewer �
Stormwater City 2
;3
Streets City 2
Road and Bridge County 3
Transit City 1
Airport City (.
Planting (Combined 6nterview) City/County_ 3
County Assessor " County 4
f�$ Administrative Offices City 2
}a
r : ;i Finance,
'3 City Clerk
Information Services/Support City 2
County 2
S Data Processing
Parks,&Recroation� Clgt 2
° Public Safety (Combined Interview) 4
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4 Police.Fire City
' Sheriff,Fire Districts County f
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Task 23:"Interview F.x,�ernal Departments—WH will interview external departments and collect survey
responses. MJH staff will ask questions to assure external agencies fully understand the responses. The
i
questions primarily probe to discover problems with information,accuracy,timeliness,accessibility, 1
'
redundancy,etc. Clearly defining information problems is the key defining solutions(conceptual design), {
and identifying opportunity cost(economic analysis). All facility data stores used by those being
i interviewed are identified. j
! Dopartments Estimated Hours
j External Agencies
UtIlitltis(Electric/Gas/Water/Cable/Telephone) 3 4
Community Development(Chamber of Commerce) 2
Task 24:Anal and Analyze a Document Interview.,--MJH will determine the consensus needs from all the
interviews,and document those needs in terms of functional and technical requirements.
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+ ask Series 30: Conceptual Desisn
This task series sorts requirements into applications and provides a user-friendly description of the system
" that responds to both tins;functional and technical requirements. This design is very pictorial and serves the
need of explaining the system to Client executives very well.
.. Conceptualize Diagram }
Require-
the system Application
menu Services {
Document F
J
Problem Task 31 Task 33
List Conceptual
Determine Diagram Data Document the Design
Optimum Dats Model and Diagrams Document
Configuration Interfaces
Tack 3,2 Task 34 Task 36
i
Diagram the
Communications
Network 1
Task 33
Task 31:Conceptualize the System.—,MJH will group the functional requirements into core AWFM/GIS '
applications and those that may be either outside the scope or better satisfied with different technology.
r MJH will build a"strawman"application diagram and present to the Client for critique.
Task 32:Determine optimum data confrgaration—WH will develop a"strawman"data model to support i
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the core applications and detail existing data stores that may need to remain intact.
Task 33:Diagram Application services---MJH will construct a diagram that shows what application each !�
major group of users will receive from the system. MJH will seek consensus from the Client.
Task 34:Diagram Data.(Yodel and Interfaces—MJH will construct a diagram that illustrates the core
f, AM/FIVI/GIS data models(engineering,planning,and others)as well as those existing or new data bases
that will be required to support the applications.
'r Task'3S•Diagram the Communications Network—MJH will construct a diagram that shows, t
geographically,where the users are located and what services are required at each location. This will be
used later to size hardware,networking and number of software licenses required.
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make the diagrams understandable
` Task 36:Document the Dtagra�»s--MJH will write the text needed w g ,
by the Client personnel. MJH will package it into a document that can be distributed to those interviewed
for their comment. This will be used for the detailed RFP for acquisition of the required hardware,
software,and networking.
Tasl:See•ies 40•Imulementation Planning anninS
The implementation plan is developed to accommodate a cost effective and timely implementation of the t
conceptual design. This planning is done simultaneously with the cost benefit analysis so that cost trade- { .
offs can be considered. Any resource constraints known at the time of this plan creation should be t
t
considered.
Develop Define
Conce Application tation PI
P Application Development lotion Plan
teal
'<f Design Strategy Tasks Define Stair Detcnnine Pilot Schedule&
Document
Budget it& Task 41 Task 43
Req.and Package
Training Document
{ Other
{ Resotu ee Develop Define Task 4S Task 46 Task 47
(. Constraints Conversion. Conversion
i Strategy Tasks
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Task 42 Task 44
Task 41:Develop Application Strategy--MM will determine the sequence of application development for
overall cost effectiveness. First,MJH will prioritize the applications in order of value either economic,
citizen service or other important consideration. That sequence is compared to the conversion sequence i
being developed at the same time to see if the economic conversion sequence supports the ideal application
► sequence. These two are balanced until an overall strategy is in place.
Task 42:Develop Conversion Strategy—MJH will determine what data must be converted to support the '
map maintenance applications and then builds a least cast sequence for adding all the other infotmatton
1 required to the data model. This is compared to see if the least cost approach fits well with the applications i
most valued sequence. These two are balanced until an overall strategy is in place.
'i. Task 43:Define Application Development Tasks--MJH will define the application development tasks in
much the same way this work plan looks. Each deliverable is defined in suffi cient detail so that the project
ail envision the work to be done.
team can clearly
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Task 44:Define Conversion Tasks--MJH will describe the conversion asks in the same way as the
E` lication development tasks.
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Task 4S:Define Staff Requirements and Training--MJH will identify staffing requirements and training
IF necessary for the development of an enterprise GIS. As part of this task,we will develop position
descriptions an d identify their location within the City structure. We will provide recommended
., requirements for position training,education,experience,and skills.
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r r t Task 46:Determicne Pilot Scope—MJH:will examine the pilot from two points of view—the geographic
area and size to serve as a good test,and number of applications to be included. At a minimum, e p
it
must include the data model maintenance modules and the ability to produce in
It should also most
likely,have a design sketch capability.
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Task 47:Produce Schedule and Package Document—MM will sequence all the tasks against time
'��fJ allowing for resource constraints. MJH will also produces.a document that is easily maintained as the
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project moves through the next two phases.
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'Aries 50: Prepare Recommendations { '
MJH wily examine all the results and documentation,draws conclusions and makes recommendations. ±
Cost Conclusions
Benefit Discuss Document and
r Analysis Economics and Conclusions and Recommcn-
Strategic Needs Recommendations dations
Conceptual
Design Task SI Task 52
Implemen-
tation
Plan
Task 51:Discuss Economics and Strategic Needs,—MJH will examine all the knowledge gained
throughout phase I. Most likely,the decision to proceed or not to proceed will be based primarily on the
economics. That is,it will be either more or less cost effective to proceed with the GIS. Sometimes,
however,there are reasons other than economics that tip the scale in either direction. This discussion
should include all those from the Client and key,external agencies in the decision and MJH will strive for
consensus,:
i Task 52:Document Conclusions and Recommendations—WH will document the results of the
4t' discussion and will circulate the results to other participants for editing.
+, �...,,,, Task Series 60:Prepare Report and Present Results "
i MJH will assemble e individual deliverables into a GIS Master Plan Report and a presentation will be"
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developed which summaries all the key points. ,
t Business
l qen Plan
{ Assemble
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ua Document
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men Prepare Conc�ittdsions Present Results
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� Task 62
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Tq;sk bl:Assemble GIS Mas ter Plan Document—MJH will assemble single document from all the various
°mss trj deliverables from
other•task series. It includes making tables of contents and glossaries as well as
r` determining what notes need to be captured as appendices.
4 Tusk 62:Prepare Presentation—WH will prepare the presentation for any combination of three media
35mrn slides,on
PowerPoint,and overhead transparencies. AI!the key findings will be presented
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tttd they will be ordered to quickly lead an audience to the same conclusions as the Client's GIS team ;t
h
4 Task 63t'1'rasent results—MJH will assist with the presentation up to two times. MJH also will sestet the
Client's GIS toan�members to prepare to present the results for themselves.
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5� , ° MJH will assist the Client by keeping the work plan current and tracking progress according to the f
established schedule. btJH will use the project management.tool of the Client's choice. If the Client has -
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Attachment
Fees c
1VM has a strong commitment of working with our clients to best meet their needs. We
propose to complete the work effort described herein for a not to exceed amount of
$49,020. Based on your"P,°discussions with staff and our understanding of what is
required, we have prepared a cost estimate to complete the proposed tasks. The ?
following table outlines these cost estimates.
� i
t
Consultant
Task Series Hours labor Travel Total
10 Organize the Project 6 $606 $0 $606
20 Requirements Definition 196 $16,180 $1,600 $17,780
30 Conceptual Desi 86 $6 320
� p b 624'n $ $6,944
40 Implementation Planning 118 $9,282 $320 $9,602
50.Prepare.Recommendations 48 $3,686 $480 $4,166
60 Prepare Report and Present Results 74 $5,252 $320 $5,572
70 Project Management 50 $4,350 $0 $4,350
TOTALS' 578 5
r $4 ,980 $3,040 $49,020
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1'.
The currently hourly rates for all labor categories assigned to this project are shown .
below.,The hourly rates shown are effective through December 31, 1998.
.Consulting Services Hourly Rate
Project Officer $115
Project Manager $87
•Project Consultant $78 J
Additional Project Staff $80
Clerical $35
a!, This work will be invoiced monthly on a time-and-expense basis pursuant to,the provided
estu'ate and hourly rates. 'These rates, effective through December 31, 1998, encompass.
consulting services for assisting the Client prepare a Strategic GIS Plan. MJH will t
` provide audit trails as required by the Client. Terms of payment shall be net due 30 days.
„iiom date of invoice.
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