HomeMy WebLinkAboutPro-West and Associates - 10/7/2019City Clerk & Finance Dept.
715 Mulberry 5t.
Waterloo, IA 50703
PROJECT ESTIMATE PROWEST
City of Waterloo, IA
Code Enforcement Solution
Date: 8-13-19
Client: Chris Youngblut
City of Waterloo, Iowa
715 Mulberry St.
Waterloo, IA 50703
Configure an in -office and field solution for the City to manage code violations. The solutions will be configured
using the City's Portal license.
Pro -West & Associates Project Manager:
Client Project Manager (PM):
Invoice Contact
Name: Kendis Scharenbroich
Phone: 320-207-6861
Email: kscharen@prowestgis.com
Name: Ben Wagner
Phone: 319-291-4312
Email: ben.wagner@waterloo-ia.org
Maria Downing
626 Mulberry St, Waterloo, IA 50703
Maria. Downings a waterloo -i a.org
Project Schedule: To be completed within 6 weeks of the signed scope date.
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PO 320 207.6868 Fz 320 207 6869 I www proweAgis corn i consult@prc>westgis corn
• Ensure stakeholders are present at the kick off call and are involved in decision making
throughout the project
• Provide remote access to ArcGIS Server
• Provide PWA remote access to organization's Enterprise geodatabase
o Ensure PWA has access to an ArcGIS Desktop license for map publishing
• Provide PWA access and capabilities to access and publish services to ArcGIS Server.
• Provide PWA access and Administrator Role to the Portal.
• Provide PWA a SQL Server account into the enterprise geodatabase that has the ability to
create triggers.
• Setup DB Mail on the SQL Server
• Ensure there are enough named users at the right licensing level to facilitate proposed
solution.
• Setup a Portal group to house solutions, if desired
• Invite users to the group/solutions, and provide proper Esri licensing
• Provide an mxd with basedata, labels, and desired symbology (parcels, t/s/r, roads)
• Indicate any special naming conventions for data, mxds, map services, web maps and
solutions, if any expectations exist
• Provide PWA with the names and email addresses of users and the capabilities they need.
• Provide PWA with the required tax parcel feature class.
• Provide an SMTP address for email notifications
• Provide field devices for Collector users
• Provide wireless service for Collector users
• Provide VPN on field devices, if needed
• Ensure road domains are updated and maintained, as they will support the address data
entry of this solution. If the solution has issues upon completion, due to the road domains,
and PWA is asked to fix the solution, additional costs will apply.
*If assistance is needed with client responsibilities, additional costs may apply
ELlV RABL
• Kickoff call to review scope and timeline
o 1 hour
o All City and PWA stakeholders should be present
• Configure Portal users and share access (City may opt to do this)
• 1 Survey123 application for general public and staff to submit violation reports
o 1 map/feature service
o 1 survey form application for submitting reports
• 1 Crowdsource Manager web application for staff to track and manage violations
o 1 map/feature service
o 1 web map per status categories up to 6
o 1 web application
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o 1 Group to support the group application
o 1 Group to share access with staff to the web application
• Collector solution configuration for field staff to conduct field inspections of violations
o 1web map
o 1 Group to share access with staff to the web map
o Will be configured for online use (not offline)
• 1 Web AppBuilder web application for staff to lookup and review current and existing
violations
o 1 web map
o Up to 5 predefined queries
• PWA will setup pre -defined queries that the City can use and/or re -configure
as needed
o During training, PWA will train users on how to run a custom filter, which allows users
to query and export based on any database item
o 1 Group to share access with staff to the web application
• 1 Operations Dashboard application for executives and supervisors to view indicators and
locations of violation reports
o 1 web map
o 1 web application
o 1 Group to share access with staff to the web application
• 1 Code Violation feature class
o Attributes
■ Parcel ID
• NOTE: Parcel ID will be populated after the end user saves the record
and will be available the next time the user clicks on that feature.
■ Violation Type (Domain)
■ Comments
■ Reporter Type (Domain)
■ Name
• Phone
■ Email
• Status (Domain)
■ Date Received
■ Staff Name
• Zoned
• Code Section(s) Violated
• Notes
• CreatedDate (EditorTracking)
• LastUpdated (EditorTracking)
o Photo Attachments
o 1 process to automatically populate Parcel ID attribute based on location
• 1 CodeViolationlnspection table (related to the Code Violation feature class)
o Attributes
• Inspector Name
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• Party Cooperation (Domain)
• Notes
• CreateDate (EditorTracking)
• LastUpdated (EditorTracking)
o Photo Attachments
• Email notifications
o A single email will be sent to a set of users when a new violation is reported
o Email will contain Date Received, Type and Comments
• Additional Functionality
1. Auto generate a case number on the SQL backend
• User would not see this instantaneously in the field
2. Include a notes text box that only certain people can edit
1 Would be a single text box
ii. Notes text box would only be available to be edited from people that have access to
the Collector Solution or Crowdsource manager application
3. Manually enter an address
L Multiple address fields in the attribute table would be configured: Street Name,
street number and House number. The City would maintain a domain for the street
name
4. Determine criteria for when points on the map change color or disappear
• City will need to provide criteria prior to configuration of the solution
5. Search for historical data: Common searches: Case #, PIN or Address or search on the map.
6. Letters: User would mark case as needing a letter in collector, and then click a button in the
office solution to Print the letters marked. Once printed the "needs letter" field would be
disabled
• Demonstrations
o PWA will provide up to 2 online demonstrations of the solution during development
o Once the draft solution is accepted, PWA will update the changes and the City can review the
final version
• Documentation
o Processes running
• Auto populate PINS
• Email notification
o Location of mxd files, web maps, map services and solutions
o Basic troubleshooting
• Training
o End users: this training will be completed by City staff, not PWA
o Solution administration: 2 hours
• The City will manage the solution upon completion of the training
The project will be completed after training is completed. If additional support is needed, after
completion, PWA will provide at current, hourly rates.
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QST
Project Completion:
The project will be completed when the training and documentation has been delivered.
The City will maintain the solution when the project is completed.
Post Project Support
PWA understands that support requests and/or general support inquiries will occur after the project is
completed. We welcome those inquiries and look forward to supporting you in the future! Below are
common inquiries related to general support requests.
1. If there are issues with the deliverables or if clarification is needed regarding the deliverables, contact
the PWA Project Manager listed in this scope.
2. If the PWA Project Manager is contacted, after the project is completed, you may be invoiced for that
calf or email. The PM will discuss invoicing needs during the call. If you contact anyone other than
the PWA Project Manager, after the project is completed, an invoice will be sent based on current
hourly rates.
3. If the Project Manager is contacted after the project is completed, they are not available to respond,
and the need is urgent (ie: the Project Manager is on vacation or is attending a workshop); contact
PWA's main office number for assistance: 320-207-6868 or follow directions listed on the Project
Managers out of office reply (if email is used).
a. There may be an invoice sent for the support request based on current hourly rates if
Technical staff are contacted directly. The PWA Project Manager will follow up when they
are available to discuss invoicing.
4. PWA asks that both the PWA Project Manager and the Technical person be copied on emails to
ensure prompt service and clarification on needs and any additional fees. If at any time there is a
question about an invoice or support need, contact the PWA Project Manager.
5. If there are general questions about any topic related to GIS and/or PWA Services, contact the PWA
Project Manager listed in this scope. You may be invoiced for that call or email. The PM will discuss
invoicing needs on the call.
1. Stakeholders are not identified at the beginning of the project
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a. Mitigation: City and PWA will identify stakeholders at the project kick off. If changes in
stakeholders occur, they will be communicated to the stakeholders immediately to eliminate
and/or minimize timeline and budget changes.
2. Stakeholders change throughout the project
a. Mitigation: Maintain the same project stakeholders throughout the project. If stakeholders do
change, it is the client's responsibility to communicate the purpose of the project to the new
stakeholder or for PWA to communicate changes to the client. If the project changes due to a
change in stakeholders, additional charges may apply and the timeline may be affected.
3. Feedback. Various tasks will be completed throughout the project. It is the responsibility of project
stakeholders to ensure that feedback is provided per the timelines agreed upon.
a. Mitigation: communicate feedback/task delays to project stakeholders immediately. Project
budget and/or timelines may be affected by delays
COST ESTIMATE
Without the Letter Printing integration:
With Letter Printing Integration:
$4914.78
$8874.14
Invoicing Schedule: PWA will invoice monthly based on a time and materials basis. Detailed project reports
will be included.
If the scope, objectives, or timeline change significantly before the project is completed, we will agree to
discuss any necessary modifications to our agreed-upon fee or to the scope, objectives, or timeline of the
project.
* Payment is due within 45 days of an invoice date. If payments are not received within 45 days of the invoice
date, a late fee of 1.5% of the invoice amount will be charged for each 45 day cycle that the payment is late.
** 3% convenience fee will be added for payment by credit card
To proceed with the described services in this estimate, please sign and date below and return to the Project
Manager listed above.
CLIENT Pro -West & Associates
Acceptance Signature: Signature:
} Q `fVtst- Date: \ •f t S
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Date: PLYWA/
Estimate valid for 90 days
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