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HomeMy WebLinkAbout6.6 Motion to accept the proposal for GIS Managed Services for an amount not to exceed $91,800.Subject Meeting Fiscal Impact (Y/N) Dollar Amount Budget Source Category Type Information What is GIS? Item Cover Page Motion to accept the proposal for GIS Managed Services for an amount not to exceed $91,800. October 17, 2023 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Y $91,800 General Fund and Water/Sewer Fund CONSENT AGENDA Action Item A geographic information system (GIS) is a system that creates, manages, analyzes, and maps all types of data. GIS connects data to a map, integrating location data (where things are) with all types of descriptive information (what things are like there). This provides a foundation for mapping and analysis that is used in municipalities and almost every industry. GIS helps users understand patterns, relationships, and geographic context. The benefits include improved communication and efficiency, as well as better management and decision making. Hundreds of thousands of organizations in virtually every field are using GIS to make maps that communicate, perform analysis, share information, and solve complex problems around the world. This is changing the way the world works. GIS technology applies geographic science with tools for understanding and collaboration. It helps people achieve a common goal: to gain actionable intelligence from all types of data. Maps Maps are the geographic container for the data layers and analytics you want to work with. GIS maps are easily shared and embedded in apps, and accessible by virtually everyone, everywhere. Data GIS integrates many different kinds of data layers using spatial location. Most data has a geographic component. GIS data includes imagery, features, and basemaps linked to spreadsheets and tables. Analysis Spatial analysis lets you evaluate suitability and capability, estimate and predict, interpret and understand, and much more, lending new perspectives to your insight and decision-making. Apps Apps provide focused user experiences for getting work done and bringing GIS to life for everyone. GIS apps work virtually everywhere: on your mobile phones, tablets, in web browsers, and on desktops. Currently, the Village's GIS system houses over 100,000 assets including the entirety of the water system, sanitary sewer system, storm sewer system, roadway network, sign network, trees, and facilities. In addition, GIS includes all parcels, addresses, buildings, zoning information, floodplain information, aerial imagery, impervious area etc. All this information is consumed by Village department via maps or integrated applications like Public Works' asset management software, Cartegraph or Building Services permit software, Citizenserve. Village GIS History The Village's GIS efforts extend back to the 1990s when the Village first issued a contract to Austin McDaniel to provide GIS services to the Village. Eventually, Austin McDaniel went of business and the Village made the decision to hire the consulting firm of Group 1 Resources to complete a GIS Implementation Plan, which was completed in May 1996. The plan recommended the Village implement GIS through a phased approach over three years. The implementation included the hiring of the Village's first GIS Analyst in 1996 and the purchase of GIS software in 1997. The Village purchased and implemented software from Environmental Systems Research Institute (ESRI), which remains the Village's primary GIS software, but with significant upgrades over the years. GIS staffing levels have remained constant over the last 25+ years with one GIS Analyst responsible for maintaining the system. Recently, the Village's GIS Analyst of the last sixteen years resigned to pursue other opportunities. This change afforded the Village an opportunity to reassess the Village's GIS system and look for areas of improvement. Discussion Why Consulting Services? After assessing the Village's current GIS system and structure, a determination was made that the Village is best served by eliminating the GIS Analyst position and hiring a consultant to provide GIS services. Why is the Village best served by hiring a consultant? First, GIS technology is fast -paced and ever-changing. Technology is never "set and forget." There is always room for improvement, and developers constantly make changes to enhance applications. GIS technology is no different. With so many GIS technology changes happening in such a short timeframe, it can be challenging to keep up. GIS consultants are experts who understand spatial data. Their role is to help the Village visualize and comprehend our GIS information, allowing the Village to make smarter business decisions. To be successful, the GIS consultant must keep up with technology changes and understand how those changes can improve the Village's GIS. GIS consultants technological relationships and partnerships with ESRI allow access to the latest improvements. Second, GIS requires expertise. GIS is complicated. Finding actionable information from our data requires a particular spectrum of knowledge. And it's not a one-person job. There are several key roles in any given GIS team to ensure success: • GIS technicians create the actual geographic data, which includes collecting data, digitizing it, and developing maps. • GIS analyst analyze, model, and evaluates data. • GIS managers coordinate the projects and people involved. Each team member is integral to making sense of your GIS data. However, the Village only has one GIS position. It is nearly impossible to find a GIS professional with the skill set to fill all the defined roles. The success of the Village's GIS system is limited to the skill set of the one GIS professional. By employing a GIS consultant, the Village has access to thirteen GIS professionals each with a unique skill set and availability to meet the Village's GIS needs. Third, cost savings. The estimated cost to maintain a full-time GIS Analyst position is between $103,000 and $115,000 depending on qualifications (estimated cost includes benefits). Based on conversations with GIS consultants, the staff was confident that a minimum savings of $10,000 annually could be realized. Proposal The Village entered into discussions with Baxter & Woodman to provide GIS consulting services. The Village has a long standing relationship with Baxter & Woodman as it relates to GIS consulting services. Baxter & Woodman has supplemented and assisted the Village's GIS staff over the years. This work included installing and migrating the Village's GIS database to a new server. In addition, Baxter & Woodman has provided guidance and assistance on difficult projects beyond the capabilities of the Village. These projects have included the development of GIS -based applications like the Village's public -facing WebGIS application. Furthermore, Baxter & Woodman has been providing the Village's GIS services since the departure of the Village's GIS Analyst. For these reasons, Baxter & Woodman is uniquely positioned to step in and provide GIS services to the Village without loss of performance. Prior to submitting a proposal, Baxter & Woodman staff conducted individual meetings with each Village department to discuss the scope of services to be provided and to gain an understanding of each department's GIS needs. Baxter & Woodman submitted a proposal to the Village to provide GIS services for a three- year period beginning January 2024 and ending December 2026. The proposal includes a first year cost of $91,800 with 3% increases in each subsequent year. The proposal includes one day a week of on-site support in which Baxter & Woodman will provide an individual to be embedded with the Village and work between the hours of 7:30am - 5:00pm. In addition, Baxter & Woodman is available virtually 24/7. The proposal does include standards of performance and a termination clause. Should the consultant not meet the terms and conditions of the agreement, the Village may cancel the contract at any time with ten days notice. Why Baxter and Woodman? As previously discussed, the Village has a long-standing relationship with Baxter & Woodman as it relates to GIS services. The Village has completed a number of GIS projects utilizing the services of Baxter & Woodman, most recently the installation of a new GIS server requiring the migration of the entire GIS database to the new server. This project was completed successfully and met the Village's expectations. In addition, Baxter & Woodman has been providing GIS services for the Village as defined in the proposal since May 2023. Baxter & Woodman provided six references to local municipalities that are currently utilizing Baxter & Woodman of manage their GIS service as defined in the Village's proposal. References were checked and all confirmed that Baxter had met or exceeded all expectations. Alternatives 1. Accept proposal from Baxter & Woodman Engineers for GIS Managed Services. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends that the Village Board accept the proposal from Baxter & Woodman Consulting Engineers to provide Managed GIS Services for an amount not to exceed $91,800 in 2024, $94,500 in 2025 and $97,300 in 2026. Attachments 2326061_MTPRO_SpatialTechManagedSvc_Agreement 24_26 W11111 MIT! 11 /, Owner: VILLAGE OF MOUNT PROSPECT �I.77 � [LTi it T�"iI��C3��:Y1L'YI[III] Baxter & Woodman, Inc. (B&W) agrees to enter into a support agreement with the Owner to provide support services based on the "Services" indicated below and in agreement with the Terms & Conditions and Service Definitions. Fixed Fee Services indicates a fixed scope as described in the attached Service Definitions. Since the scope is negotiated upfront, we are able to establish this price at the beginning of the contract. Retained Services denotes a variable scope determined by the Owner. Since the scope cannot be fixed at the beginning of the contract, the fee is a lump sum amount against which labor will be billed on the basis of our standard hourly billing rates for actual work time performed plus reimbursement of out-of-pocket expenses including travel costs. Labor rates differ for B&W staff members. Retained Services are requested on a case-by-case basis and are approved by a responsible representative of the Owner. ■ Please see the attached Rate Sheet for our current hourly billing rates. Under this agreement, there is a fixed discount on labor of 5% off those standard billing rates. Please note that the rates listed on the attached rate sheet are our current rates and may increase during the term of the project. Year 1: FY2024 Fixed Fee Services $18,400 Project Management & Proactive Services ❑x Vision Casting & Budget Planning x❑ Spatial Technology Cloud Hosting Services ❑x Third -Party Support Renewals ❑ (Village provided) Retained Services $73,400' Existing Applications & Data Maintenance ❑X New Applications & Data Development ❑x Tech Support &Consulting ❑x Training ❑x Total Fee $91,800 'If the Retained Services billing limit is reached prior to the end date of the contract, additional budget maybe purchased in increments of $2,000. Unused Retained Services budgets can be applied as a credit toward a future support agreement. Cash refunds of unused budgets will not be offered. Year 2: FY2025 Fixed Fee Services $18,900 Project Management & Proactive Services ❑X Vision Casting & Budget Planning ❑x Spatial Technology Cloud Hosting Services ❑X Third -Party Support Renewals ❑ (Village provided) Retained Services $75,6002 Existing Applications & Data Maintenance ❑X New Applications & Data Development ❑x Tech Support & Consulting ❑X Training ❑x Total Fee $94,500 Year 3: FY2026 Fixed Fee Services $19,500 Project Management & Proactive Services ❑x Vision Casting& Budget Planning 0 Spatial Technology Cloud Hosting Services Q Third -Party Support Renewals ❑ (Village provided) Retained Services $77,800 Existing Applications & Data Maintenance 0 New Applications & Data Development 0 Tech Support & Consulting Q Training Q Total Fee $97,300 ■ Some items to note as a benefit of this Agreement: o The hourly rate charged is the same for regular hours, after hours, emergency service, weekend, holiday, and overtime. o Mileage for travel is billed at the IRS approved amount as calculated from the employee's office location to site visited during normal business hours, or from deployment location to the site visited for urgent service. a Travel time is charged at the same hourly billing rate indicated on the rate sheet. z If the Retained Services billing limit is reached prior to the end date of the contract, additional budget maybe purchased in increments of $2,000. Unused Retained Services budgets can be applied as a credit toward a future support agreement. Cash refunds of unused budgets will not be offered. Time ri Start Date: January 1, 2024 End Date: December 31, 2024 Start Date: January 1, 2025 End Date: December 31, 2025 Start Date: January 1, 2026 End Date: December 31, 2026 Payment to be made in four (4) equal payments of $22,950 upon being invoiced. Payment 1: March, 2024 Payment 2: June, 2024 Payment 3: September, 2024 Payment 4: December, 2024 Payment to be made in four (4) equal payments of $23,625 upon being invoiced. Payment 1: March, 2025 Payment 2: June, 2025 Payment 3: September, 2025 Payment 4: December, 2025 Payment to be made in four (4) equal payments of $24,325 upon being invoiced. Payment 1: March, 2026 Payment 2: June, 2026 Payment 3: September, 2026 Payment 4: December, 2026 Authorization The undersigned hereby enter into the agreement as described herein: Owner: Authorization By Date Baxter & Woodman, Inc.: Authorization By 9/27/23 Date Principal $200 $250 Provides oversight & direction. Responsible for contracts, scope, overall satisfaction. Spatial Technology $140 $185 Works as a firm leader to coordinate work with consultants, technicians, Consultant IV and analysts. Performs and coordinates advanced strategy, analysis, and recommendations for client spatial technologies. Can manage the largest Spatial Technology projects. Interfaces directly with client decision makers on larger projects. May also be a top technical technologist or developer. Develops new clients and business; scopes projects. Spatial Technology $100 $150 Works as a team leader to coordinate work with consultants, technicians, Consultant III and analysts. Performs and coordinates analysis and recommendations for client spatial technologies. Manages many Spatial Technology projects. Interfaces directly with client staff on projects and works independently with clients. Spatial Technology $80 $130 Consultant II Works as part of a team and typically receives work assignments from other senior leaders. Applies and completes various fundamental and advanced spatial technology assignments for clients. Interfaces directly and indirectly with client staff on projects. Spatial Technology $75 $95 ............. ............. ............. ............. ............ ............. ............ ............. ............. ................ Works as part of a team and receives work assignments from others. Consultant I Applies and completes various fundamental spatial technology assignments for clients. Interfaces through a project or client manager with client staff on projects. IT Consultant I-IV $90 $190 Performs server, network, and desktop architecture, design, management, and oversight. Troubleshooting of network, security, and server technical issues. Works to coordinate work with consultants/analysts. Performs and coordinates advanced design of client networks/systems. Surveyor $105 $120 Performs field based data collection. Data collection will be GIS based and can use mapping -grade and/or survey -grade GPS collection hardware and software. Will perform field inventories as needed. Standard rConditions Agreement -These Standard Terms and Conditions, together with the letter proposal, constitute the entire integrated agreement between the Owner and Baxter & Woodman, Inc. (BW) and take precedence over any other provisions between the Parties. These terms maybe amended, but only if both parties consent in writing. Owners Responsibility— Provide BW with all criteria and full Information forthe Project. BW will rely, without liability, on the accuracy and completeness of all information provided by the Owner including its consultants, contractor, specialty contractors, manufacturers, suppliers and publishers of technical standards without independently verifying that Information. The Owner warrants that all known hazardous materials on or beneath the site have been identified to BW. BW and their consultants shall have no responsibility for the discovery, presence, handling, removal or disposal of, or exposure of persons to, unidentified or undisclosed hazardous materials unless this service Is set forth In the proposal. Schedule for Rendering Services -The agreed upon services shall be completed within a reasonable amount of time. If BW is hindered, delayed or prevented from performing the services as a result of any act or neglect of the Owner or force majeure, BW's work shall be extended and the rates and amounts of BW's compensation shall be equitably adjusted in writing executed by all Parties. Invoices and Payments -The fees to perform the proposed scope of services constitute BW's estimate to perform the agreed upon scope of services. Circumstances may dictate a change In scope, and if this occurs, an equitable adjustment in compensation and time shall be made by all parties. No service for which added compensation will he charged will be provided withoutfirst obtaining written authorization from the Owner. BW invoices shall be due and owing by Owner in accordance with the terms and provisions of the Local Government Prompt Payment Act. Opinion of Probable Construction Costs- BW's opinion of probable construction costs represents its reasonable judgment as a professional engineer. Owner acknowledges that BW has no control over construction costs of contractor's methods of determining prices, or over competitive bidding, of market conditions. BW cannot and does not guarantee that proposals, bids, or actual construction costs will not vary from BW's opinion of probable construction costs. Standards of Performance — (1) The standard of care for all services performed or furnished by BW, will be completed with the same care and skill ordinarily used by professionals practicing under similar circumstances, at the same time and in the same locality on similar projects. BW makes no guarantees or warranties, express or implied, In connection with its services; (2) BW shall be responsible for the technical accuracy of Its services and documents; (3) BW shall use reasonable care to comply with all applicable laws and regulations and Owner -mandated standards; (4) BW may employ such sub -consultants as BW deems necessary to assist in the performance or furnishing of the services, subject to reasonable, timely, and substantive objection by Owner; (5)BW shall not supervise, direct, control, or have authority overany contractor work, nor have authority over or be responsible for the means, methods, techniques sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety of the site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor's furnishing and performing of its work, (6) BW neither guarantees the performance of any contractor nor assumes responsibility for contractor's failure to furnish and perform the work in accordance with the contract documents; (7) Engineer is not acting as a municipal advisor as defined by the Dodd -Frank Act. Engineer shall not provide advice or have any responsibility for municipal financial products or securities. (8) BW is not responsible for the acts or omissions of any contractor, subcontractor, or supplier, or any of their agents or employees or any other person at the site or othenmise furnishing or performing any work; (9) Shop drawing and submittal review by BW shall apply to only the items in the submissions and only for the purpose of assessing if upon installation or Incorporation In the Project work they are generally consistent with the construction documents. Owner agrees that the contractor is solely responsible for the submissions (regardless of the format in which provided, i.e. hard copy or electronic transmission) and for compliance with the construction documents. Owner further agrees that BW's review and action in relation to these submissions shall not constitute the provision of means, methods, techniques, sequencing or procedures of construction or extend to safety programs or precautions. BW's consideration of a component does not constitute acceptance of the assembled item; (10) BW's site observation during construction shall be at the times agreed upon in the Project scope. Through standard, reasonable means, BVV will become generally familiar with observable completed work If BW observes completed work that is inconsistent with the construction documents, that information shall be communicated to the contractor and Owner for them to address. Insurance - BW will maintain insurance coverage with the following limits and Certificates of Insurance will be provided to the Owner upon written request: Worker's Compensation: Statutory Limits Excess Umbrella Liability: $5 million per claim and aggregate General Liability: $1 million per claim Professional Liability: $5 million per claim $2 million aggregate $5 million aggregate Automobile Liability: $1 million combined single limit BW's liability underthis Agreement, based on any theory of liability orfor any cause of action, shall not exceed the total amount of BW's contract amountfor the project. Any claim against BW arising out ofthis Agreement may be asserted by the Owner, but only against the entity and not against BW's directors, officers, shareholders or employees, none of whom shall bear any liability and may not be subject to any claim. Indemnification and Mutual Waiver (1) To the fullest extent permitted by law, BW shall Indemnify and hold harmless the Owner and its officers and employees from claims, costs, losses, and damages arising out of or relating to the Project, provided that such claim, cost, loss, or damage is attributable to bodily injury, sickness, disease, or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom, but onlyto the extent caused by any negligent act or omission of BW or its officers, directors, employees, agents, or consultants; (2) Owner shall indemnify and hold harmless BW and its officers, directors, employees, agents and consultants from and against anyand all claims, costs, loses, and damages (Including but not limited to all fees and charges of engineers, architects, attorneys, and other professionals, and all court, arbitration, orotherdispute resolution costs) arisingoutofor relating tothe Project provided that anysuch claim, cost, loss, ordamage is attributableto bodily injury, sickness, disease, or death of to injury or destruction of tangible property, including the loss of use resulting therefrom, but only to the extent caused by any negligent act or omission of Owner or its officers, directors, employees, consultants, or others retained by or under contract to the Owner with respect to this Agreement or to the Project; (3) To the fullest extent permitted by law, Owner and BW waive against each other, and the other's employees, officers, directors, insurers, and consultants, any and all claims for or entitlementto special, incidental, indirect, or consequential damages arising out of, resulting from, or in any way related tothe Project; (4) In the eventclaims, losses, damages crexpensec are caused by thejointor concurrent negligence of the ENGINEER and OWNER, they shall be borne byeach party in proportion to its negligence; (5) The Owner acknowledges that BW is a business corporation and not a professional service corporation, and further acknowledges that the corporate entity, as the party to this contract, expressly avoids contracting for individual responsibility of its officers, directors, or employees. The Owner and BW agree that any claim made by either party arising out of any act of the other party, or any officer, director, or employee of the other party in the execution or performance of the Agreement, shall be made solely againstthe other party and not individually orjointly against such officer, director, or employees. Termination - Either party may terminate this Agreement upon ten (10) business days' written notice to the other party in the event of failure by the other party to perform with the terms of the Agreement through no fault of the terminating party. A condition precedent to termination shall be an opportunity for the Parties to meet. If this Agreement Is terminated, Owner shall receive reproducible copies of drawings, de:: eloped applications and other completed documents. Owner shall be liable for, and promptly pay for all services and reimbursable expenses rendered to the date of suspension/termination of services. Use of Documents - BW documents are instruments of service and BW retains ownership and property interest (including copyright and right of reuse). Client shall not rely on such documents unless in printed form, signed or sealed by BW or its consultant. Electronic format of BW's design documents may differ from the printed version and BW bears no liability for errors, omissions or discrepancies. Reuse of BW's design documents is prohibited and Client shall defend and indemnify BW from all claims, damages, losses and expenses, including attorney's fees, consultant/expert fees, and costs arising out of or resulting from said reuse. BW's document retention policy will be followed upon Project closeout, and project documents will be kept for a period of 14 years after Project closeout. Successors, Assigns, and Beneficiaries — Nothing in this Agreement shall be construed to create, Impose, or give rise to any duty -,ed by Client or BW to any third party, including any lender, Contractor, Contractor's subcontractor, supplier, manufacturer, other individual, entity or public body, or to any suretyfor or employee ofany ofthem. All duties and responsibilities undertaken pursuant to this Agreement are forthe sole and exclusive benefit of the Client and BW and not forthe benefit (intended, unintended, direct or indirect) of any other entity or person. Dispute Resolution -AII disputes between the Parties shall first be negotiated between them fora period of thirty (30) days. If unresolved, disputes shall be then submitted to mediation as a condition precedent to litigation. If mediation Is unsuccessful, litigation In the county where the Project Is pending shall be pursued. Miscellaneous Provisions —(1) This Agreement is to be governed by the law of the state orjurisdiction in which the Project is located. (2) All notices must be in writing and shall be deemed effectively served upon the other parry when sent by certified mail, return receipt requested; (3) All express representations, waivers, indemnifications, and limitations of liability included in this Agreementwill survive its completion or termination for any reason; (4) Any provision or part of the Agreement held to be void or unenforceable under any Laws or Regulations shall be deemed stricken, and all remaining provisions shall continue to be valid and binding upon the Owner and BW, which agree that the Agreement shall be reformed to replace such stricken provision or partthereof with a valid and enforceable provision that comes as close to expressing the Intention of the stricken provision; (5) A party's non -enforcement of any provision shall not constitute a waiver of the provision, nor shall if affect the enforceability of that provision or of the remainder of this Agreement; (6) To the fullest extent permitted by law, all causes of action arising underthis Agreement shall be deemed to have accrued, and all statutory periods of limitation shall commence, no laterthan the date of substantial completion, which is the point where the Project can be utilized for the purposes for which it was intended. Service i itio s IFixed IF'Seirvilces Proiect Manaaement & Proactive Services Plan, schedule, and coordinate the activities that must be performed to complete the project and provide support services. If included, all services described within this section will be provided by B&W for the specified fee regardless of actual hours of work performed. Proactive Service is provided for the identified software and hardware that appears in the Hardware List included in this Agreement. If included, B&W will monitor aspects of the Spatial Technology related IT infrastructure, as well as perform periodic routine scheduled maintenance in order to minimize unexpected system shutdowns by resolving issues before they reach a critical nature. Upon completion of the scheduled service, B&W will provide written confirmation the service was completed. Scheduled proactive services will be provided during Standard Hours if the service does not significantly impact network performance. Scheduled services that may significantly impact network performance and are not urgently needed to maintain network security, will be scheduled during other hours as agreed upon by B&W and the Owner. Standard Hours are considered Monday — Friday 7:30 am to 5:00 pm, excluding holidays. The following table details the Proactive services included under this Support Agreement, and at what frequency: On Premises (Client -owned) Spatial Tech Software Management • Server Environment o Server OS Patching o ArcSDE Administration • Desktop Environment o Review and install applicable patches for GIS -related applications. • Database/Server free space assessment • GIS SQL Patching (if applicable) • Software Service Packs and updates • Check and Back Up Configuration • Review Server Hardware Operation • Database Administration Esri Hosted (AGOL) Administration • Review error logs • Test application functionality • Apply Windows Updates • Check resource availability • Check and Back Up Configuration B&W AGOL Administration & Management • Verify Backups Functioning Properly • County data updates • Version Auditing • Software Credential Administration • Manage user accounts • ArcGIS Online Audit - Usage Stats and diagnostics Vision Casting & Bud_get Planning ❑X I ❑ I ❑ I ❑ I ❑ ❑ ❑ , ❑X I ❑ I ❑ I ❑ ❑ ❑ , ❑ , x❑ , ❑ I ❑ I ❑ Budgeting for GIS and related technology items can be used to help prioritize and guide decisions and overall budget planning for capital improvements. B&W believes that providing advanced notice (where possible) of recommended spatial technology equipment, software, security, and communications improvements will provide a much more effective planning and dependable budgeting cycle. When this service is selected, our senior level team works with staff to determine the risk and benefit of spatial technology investments, including phasing, and related capital and operational costs. The deliverable for this service is a memo that provides prioritization of mutually -agreed upon improvements and a summary of related costs. Spatial Technology Cloud Hostin_g Services Hosting Services include the management and maintenance of a Cloud Hosting environment (Esri ArcGIS Online Cloud Environment), which includes the update of Internet -based web services and associated hardware and software. If listed in the Included Services & Fees section of this agreement, B&W will provide the maintenance and updates. Following is a description of the services offered as a part of the client -facing cloud hosting. B&W typically utilizes Esri ArcGIS applications and services periodically improving and modifying end- user design and installing updates/ security patches. Following industry guidelines on security best practices typical for our industry, our team works to monitor, secure, and back up the GIS applications we host. We understand that our clients rely on our services to perform important daily tasks and as such, we work to minimize downtime, although both planned and unplanned outages are to be expected. Third -Party Support Coordination Our Spatial Technology services typically include both hosted and client on -premises hardware and software that may have applicable support and extended warranty agreements that are provided by a third party. B&W typically recommends that these agreements are maintained and renewed on a regular basis. If listed in the Included Services & Fees section of this agreement, B&W will provide the renewals listed in the Third—Party Support Renewal list shown below. IRetallined Seirvilces Existina ADDlications & Data Maintenance Provide as -needed GIS, Spatial Technology, and related data development and maintenance, up to the maximum fee specified in this Support Services Agreement. This service will be provided during normal business hours. B&W staff will return any phone calls for urgent technology service within 60 minutes from when the phone call is placed. The Owner may purchase Retained Services in increments of $2,000 at any time during this agreement. New Applications & Data Development Staff periodically identifies improvements and additions to data sets and applications to improve the management of assets and people. Typical additions include but are not limited to ArcGIS Online configured applications, new data layers, custom applications, custom maps, and custom reporting. These improvements and additions will be provided as -needed up to the maximum fee specified in this Support Services Agreement. Tech Support & Consultin_g Through occasional consulting, spatial technology infrastructure, system can be effectively improved and enhanced. Consulting typically includes recommendations ahead of the work to implement positive changes in the spatial technology infrastructure. Deliverables are typically meetings, memos, and estimates for improvements. Technical support of server, applications, and other hardware (i.e. tablets, GPS equipment, etc.) is also available as -needed. Trainin_g Both onsite or remote (screen sharing) training is available both as -needed or scheduled. As -needed one-on-one training is provided at the standard hourly rate shown in the table above. Hardware (OrVirtual) List If Proactive Maintenance is included as part of this Support Services Agreement, B&W will proactively support the following hardware and related software: Third -Party Support If Third -Party Support Renewals are included as part of this Support Services Agreement, renewals will be processed as listed in the table below: