4.08 4.8
SERVICESTartegraph Software Services-Stormwater Infrastructure and Vehicles-Establish Capital Project—I 1-2-2020
RESOLUTION AUTHORIZING ENGAGEMENT OF
CARTEGRAPH SYSTEMS LLC FOR PROFESSIONAL SOFTWARE
SERVICES AND ESTABLISHMENT OF CARTEGRAPH SOFTWARE
CAPITAL PROJECT NO. 234
RESOLUTION NO.: ,2020
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Queensbury Town Board wishes to engage Cartegraph Systems, LLC for
professional software services to assist with public works asset management for a sum not to
exceed $14,800 for implementation services and $13,475 annually for licensing and support
services in accordance with Cartegraph Systems, LLC's 9/23/2020 Proposal presented at this
meeting, and
WHEREAS, the Town explored three (3) different vendors and found that Cartegraph
Systems, LLC was the most suitable based on capabilities for ESRI integration and compliance
with MS4 and FEMA reporting, and
WHEREAS, the Town Board wishes to authorize establishment of a Cartegraph Software
Capital Project Fund No.: 234 and establish and fund the Revenue and Expense Accounts for the
Capital Project by a withdrawal and expenditure in the amount of$28,300 from Capital Reserve
No. 64, and
WHEREAS, in accordance with New York State General Municipal Law §6(c), the Town
Board is authorized to withdraw and expend fiends from Reserve No.: 64 subject to permissive
referendum,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby authorizes and directs engagement
of Cartegraph Systems, LLC for professional software services to assist with public works asset
management for a sum not to exceed $14,800 for implementation services and$13,475 annually for
licensing and support services, in accordance with Cartegraph Systems, LLC's 9/23/2020 Proposal
substantially in the form submitted at this meeting and authorizes the establishment of Cartegraph
Software Capital Project Fund No.: 234, and
BE IT FURTHER,
RESOLVED, that the Town Board hereby finds that the withdrawal and expenditure for this
Project are expenditures for a specific capital project for which Capital Reserve Fund No.: 64 was
established, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs that funding for Capital
Project Fund No.: 234 and payment for Cartegraph Systems, LLC's services shall be by a transfer
from Capital Reserve Fund No.: 64 and authorizes and directs the Town Budget Officer to transfer
$28,300 from Capital Reserve Fund No.: 64 to fund and establish appropriations and estimated
revenues as follows:
• 234-0000-55031 Interfund Revenues - $28,300
• 234-8540-2899 Capital Construction - $28,300
• 00 1-9950-9030-0066 Transfer to Capital Project - $28,300
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to
execute any needed Proposal, agreement or documentation and the Town Supervisor and/or Town
Budget Officer to take any other actions necessary to effectuate the terms of this Resolution, and
BE IT FURTHER,
RESOLVED, that this Resolution is subject to a permissive referendum in accordance with
the provisions of Town Law Article 7 and the Town Board hereby authorizes and directs the Town
Clerk to publish and post such notices and take such other actions as may be required by law.
Duly adopted this 2nd day of November, 2020, by the following vote:
AYES
NOES
ABSENT:
Cartegraph
Town of Queensbury, NY
PA#:
PA-2786
Date:
9/23/2020
Cartegraph Systems LLC
3600 Digital Drive
Dubuque,IA 52003
800 688.2656
563 556.8120
Fax 563 556.8149
Town Of Queensbury, NY,NY i 9/23/2020 Cartegraph
Purchase Agreement
Cartegraph is pleased to present this Purchase Agreement for the implementation of world class
technology solutions. This Purchase Agreement is made and entered into between Town Of
Queensbury, NY (hereinafter referred to as Customer) ;and Cartegraph Systems LLC(hereinafter
referred to as Cartegraph). In the case that any terms or conditions provided in the Cartegraph
Solutions Agreement different from, are provided in more detail by,or are made irrelevant by the terms
and conditions provided in this Purchase Agreement,the terms in this Purchase Agreement shall
control. For all terms and conditions not addressed by this Purchase Agreement,the Cartegraph
Solutions Agreement shall control.
Town Of Queensbury, NY Town Of Queensbury, NY
742 BAY RD 742 BAY RD
QUEENSBURY, NY QUEENSBURY, NY
12804 12804
Investment summary
The addendums attached here to include:
Addendum A-Support Services
Addendum B- Field Services
Page 2 of 8
Town Of Queensbury,NY,NY i 9/23/2020 Cartegraph
Product Year 1
OMS Plus Quantity 1.00
Price USD 5,102.67
OMS User Quantity 12.00
Price USD 4,200.00
Stormwater Quantity 1.00
Domain
Price USD 1,654.92
Asset Builder Quantity 1.00
Price USD 275.82
Transportation Quantity 1.00
Domain
Price USD 1,241.19
Systems Quantity 1.00
Integration
Support
Price USD 1,000.00
TOTAL: USD 13,474.60
Product Quantity Price
Implementation Services OMS 1.00 USD 10,000.00
Expense Reimbursement 1.00 USD 4,800.00
Implementation Services OMS 1.00 USD 0.00
TOTAL: USD 14,800.00
• The pricing listed above does not include applicable sales tax.
• The Cartegraph OMS pricing listed above does not include Esri ArcGIS licenses.
Page 3 of 8
Town Of Queensbury,NY,NY i 9/23/2020 Cartegraph
• Hosting includes 250GB of available file storage. If additional storage is required,the
Organization can purchase in 1 TB increments.
Page 4 of 8
Town Of Queensbury, NY,NY 1 9/23/2020 Cartegraph
Payment Terms and Conditions
In consideration for the Solutions and Services provided by Cartegraph to Customer,Customer agrees
to pay Cartegraph the Fees in U.S. Dollars as described below:
Customer shall be provided with the ability to access and use the Solutions upon execution of this
Purchase Agreement. If applicable,Services will be scheduled and delivered upon your acceptance of
this Purchase Agreement, which will be considered as your notification to proceed.
Customer agrees to work with Cartegraph to schedule Services in a timely manner. All undelivered
Services shall expire 365 days from the signing of this Purchase Agreement.
The fee for solutions will be due in annual installments 15 days prior to the anniversary of the initial
term as follows:
1. $13,474.60 due upon execution of the Purchase Agreement.
Invoicing for the Field Services fee shall occur upon the acceptance of this Purchase Agreement and
shall be invoiced as follows:
1. 25% upon execution of the Purchase Agreement
2. 25% at the completion of the assessment/delivery,or 3 months from execution of
Purchase Agreement,whichever is sooner
3. 25% at the completion of the test deployment,or 4 months from execution of Purchase
Agreement,whichever is sooner
4. 25% at the completion production deployment,or 6 months from execution of Purchase
Agreement,whichever is sooner
In providing the services included in this Purchase Agreement, Cartegraph shall be reimbursed for any
reasonable out-of-pocket costs, including, but not limited to,travel, lodging, and meals. Out-of-pocket
expenses are billed based on actual costs incurred and are due separately.
All payments are due Net 30 days from start date of invoice.
Page 5 of 8
Town Of Queensbury,NY,NY 1 9/23/2020 Cartegraph
BY SIGNING BELOW, THE PARTIES AGREE THAT ALL USE AND ACCESS TO THE SOLUTIONS
DESCRIBED IN THIS PURCHASE AGREEMENT SHALL BE GOVERNED BY THE CARTEGRAPH
SOLUTIONS AGREEMENT,WHICH CAN BE REVIEWED AT: https://www.cartegraph.com/solutions-
agreement. THE PARTIES AGREE TO BE BOUND BY THE TERMS AND CONDITIONS OF THE
CARTEGRAPH SOLUTIONS AGREEMENT AND THIS PURCHASE AGREEMENT REFERENCED HEREIN.
Cartegraph Systems LLC Town Of Queensbury, NY
By: BY:
(Signature) (Signature)
(Type or Print Name) (Type or Print Name)
Title: SVP of Sales & Marketing Title:
Date: Date:
Page 6 of 8
Town Of Queensbury, NY,NY 1 9/23/2020 Cartegraph
Cartegraph Systems LLC
Addendum A -Support Services
Cartegraph Support and Training Services - Scope of Work
The Support Services listed in the Investment Summary of the Purchase Agreement are specific
Cartegraph Services which will be delivered to the Customer based on the descriptions below and on
the terms and conditions and subject to the limitations set forth in this Addendum A,the applicable
Purchase Agreement, and the Cartegraph Solutions Agreement. Cartegraph will coordinate with the
Customer on service delivery expectations and timeframes.
As part of Customer's subscription to access and use of the Cartegraph Solutions, Customer will
receive:
1. Support Services
a. Campus -www.campus.cartegraph.com
Our User Assistance area is a convenient and easily-shareable resource designed to help you and your co-
workers better understand the functions and capabilities of your Cartegraph Solutions. Instantly access user
tips,step-by-step instructions,videos,and more.
b. Dedicated, Unlimited, Toll-free Phone Support- 877.647.3050 and Live Chat
When questions need answers and difficulties arise,count on our industry-leading Support team to provide the
guidance and assistance you need. Reach us as often as you need Monday-Friday,7:00 am-7:00 pm CT. Live
Chat is available within the product or through Campus.
c. Support via Case Submittal or Email
If a phone call or live chat is not your best option,you can always request support via our online case submittal
form available in Campus or via email. Email support is available at support@cartegraph.com.
2. Training& Education Services
a. Convenient Online Resources:
All the information you need,one click away.Take advantage of online training opportunities,tutorial videos,
upcoming event information,and more.
b. Customer Led User Groups
: Meet and network with similar Cartegraph users in your region. Customer led User Groups allow you to find out
what other organizations are doing to get more from their Cartegraph solutions and services.
3. Releases&Upgrades
a. New Releases:
Cartegraph is continuously innovating and enhancing the Cartegraph OMS collection of products.As a customer
with an active subscription,you will receive each new release of the software.
i. Cloud-hosted customers:Your cloud-hosted site will be upgraded by our Cartegraph System Consultants after
the release is available.
ii.
On-premise customers: For your on-premises installation,our Technical Consultants will work with your
organization's IT staff to deliver the latest software release. Software will be made available after installation to
the Cartegraph cloud-hosted customers.
b. Service Packs:
A Service Pack consists of lower-severity bug fixes and/or small platform updates.
i.
If required,cloud-hosted sites will receive Service Packs as needed.These Service Packs are installed by the
Cartegraph System Consultants.
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Town Of Queensbury, NY,NY 1 9/23/2020 Cartegraph
ii. On-premises customers that contacted Cartegraph Technical Support about an issue that is resolved with the
Service Pack,will be provided the service pack for installation.These on-premises customers can then schedule
a time to install the Service Pack with our Technical Support team
c. Hot Fixes:
If an issue is determined to be a defect and falls outside the standard release cycle,Cartegraph will issue a hot
fix and provide application specialists with detailed levels of product knowledge to work with you in achieving a
timely and effective resolution
Cartegraph will provide the Support Services only to Customer,provided that Cartegraph reserves the right to
contact any third party as necessary to facilitate the delivery of Support Services or other services relating to
the Solutions.Said support applies only to the most current version of the product and the previous version in
succession.
All Support Services are dependent upon the use by Customer of the Solutions in accordance with Cartegraph's
documentation and specifications. Cartegraph is under no obligation to modify the Solutions so that the
modified Solutions would depart from Cartegraph's published documentation and specifications for such
Solutions.
Page 8 of 8
• Cartegraph Systems LLC
Addendum e-Field Services (Fee for Service)
Cartegraph Field Services —Scope of Work
• The Field Services listed in the Investment Summary of the Purchase Agreement are specific Cartegraph
Services which will be delivered to the Customer based on the descriptions below and on the terms and
conditions and subject to the limitations set forth in this Addendum B, the applicable Purchase
Agreement, and the Cartegraph Solutions Agreement. Cartegraph will coordinate with the Customer on
service delivery expectations and timeframes.
Cartegraph OMS — Implementation Scope of Work
Implementation of the Operations Management System(OMS) includes the following professional services:
Setup
• Cartegraph will setup a hosted,test and production OMS environment.
• Cartegraph will provide an overview, up to two (2) hours, of Cartegraph and ArcGIS Online user-based
logins and User/Role functionality.
• Cartegraph will provide a template file to be utilized by your staff to populate Roles and Users to be
utilized for OMS.
• Cartegraph will utilize the template to create users and roles in OMS. (Note:Subsequent User and/or Role
changes will be your administrator's responsibility.)
• Cartegraph will provide documentation and guidance, up to four (4) hours, for your technical GIS staff to
configure Esri Basemap Services for OMS integration. Guidance will be geared towards OMS/Esri
integration functionality and requirements.
• Cartegraph will setup the OMS Platform, including the Request, Work, Resource, and Asset Management
areas of the software.Asset Management solutions will be setup for all solutions referenced in the Assets
section of the scope unless otherwise noted.
Consulting
• Cartegraph will provide a two-day (2-day) onsite requirement gathering workshop to increase our
understanding of your business and functional goals. Through workshops and interviews, Cartegraph will
identify best fit scenarios for OMS and provide a brief including any challenges as well as
recommendations for OMS best practices relevant to your implementation.
Training
• Cartegraph will provide remote train-the-trainer training,up to four(4) hours,on overall system navigation
and functionality to help familiarize your staff with the software environment and its common functions.
Training topics include:
o Dashboards
o Standard KPI/ROI Gadgets
o Logins/Permission
o Layers
o Filters
o Maps
Addendum B
o Grids
o System Navigation
o Views(List&Detail)
o Standard Reports
o Attachments
o Requests,Work,Assets,Resources,Reports, and Administrator Tabs
• Cartegraph will provide remote train-the-trainer training, up to two (2) hours, on OMS Esri integration
functionality.Training topics include:
o OMS Esri integration configuration options
o Integration functionality(basemap and feature)
o Overall Esri integration requirements, considerations, and Cartegraph recommended best
practices
• Cartegraph will provide a two-day (2-day) onsite "train-the-trainer"training event. The training agenda will
be defined and agreed upon by both Cartegraph and your project manager. Topics may include any of the
following:
o Request Management:
• Requests
■ Requesters
■ Task Creation from Requests
■ Issue library(including settings such as Applies to Asset and Non-Location)
■ Cartegraph recommended best practices for Request and Requester Management
o Work Management:
• Create Task(s) (Asset/Non-Asset)
■ Assignments (Add,Edit,Remove)
■ Task Menu Actions
■ Related Work Items
■ Create Work Order
■ Associate Task to WO
■ Repeat Work Orders
■ Work Order Menu Actions
■ Enter Resources
■ Timesheets
■ Activity library (including settings such as Applies to Asset, Inspection, Key Dates, Cost,
and Productivity)
■ Cartegraph recommended best practices for Work Management
o Asset Management:
■ Asset Details
• Preventative Maintenance Plans
■ Inspections
■ Linked assets (if applicable)
■ Container/Component Relationships(if applicable)
■ Cartegraph recommended best practices for Asset Management
To avoid redundancy,and to utilize service time efficiently,training may cover a subset of the assets listed in
the Asset section of the scope.
o Fleet Management:
■ Preventative Maintenance
■ Task Management
■ Vehicle Replacement Ratings(VRR) Equipment Detail information
■ Fleet Reports
Addendum B
• Cartegraph recommended best practices for Fleet Management
o Resource Management:
■ Resource Details
■ Labor/Equipment Rates
■ Material Management(Stock, Usage,Adjustments)
■ Vendor Price Quotes
• Cartegraph recommended best practices for Resource Management
o Cartegraph Mobile:
■ Overall system functionality(Navigation, Interface,Maps,Attachments,Sorting)
• Work Management
• Create and Update Tasks(Asset/Non-Asset)
• Assign Tasks
• Enter Resources
• Inspections
■ Asset Management
• Create and Update Assets
■ Request Management
• View and Update Requests
• View Requester information
• Create Task from Request
■ Offline use for Cartegraph for iPad
■ Cartegraph recommended best practices for mobile device use
o Administrator:
■ Administrator:
• User Administration,Role Administration,Asset Administration,Record Filter
Administration, Import/Export,Scheduled Process Log, Error Log
■ Settings:
• System Settings,Map Administration,Geocode Settings,GIS Integration settings,Asset
Color Manager
■ Manager:
• Layout Manager,Library Manager,Preventative Maintenance,Asset Condition Manager,
Notification Manager,Structure Manager,Automation Manager
• Cartegraph will provide remote train-the-trainer training, up to six (6) hours, on OMS Reporting
functionality.Training topics include:
o Security/Roles
o Report Designer
■ Report Types,Report Styling,Filtering\Parameters, Basic Formulas,Grouping/Sorting
o Report Viewer
o Reporting best practices and solution tips/tricks.
• Cartegraph will provide remote train-the-trainer training,up to four(4) hours,on Preventative Maintenance
Plans functionality. Training topics include:
o Preventative Maintenance
o Cartegraph recommended best practices for proactive asset management
To avoid redundancy,and to utilize service time efficiently,training may cover a subset of the assets listed in the Asset
section of the scope.
• Cartegraph will provide remote train-the-trainer training, up to four (4) hours, on Advanced Inspections
and Asset Condition Manager functionality.Training topics include:
o Performance Management
Addendum B
■ Prediction Groups
■ Minimum Condition Groups
• Activities and Impacts
■ Criticality Factor
■ Install/Replaced Dates
o Cartegraph recommended best practices for advanced inspections and condition management
To avoid redundancy,and to utilize service time efficiently,training may cover a subset of the assets listed in the Asset
section of the scope.
• Cartegraph will provide remote train-the-trainer training, up to two (2) hours, on Asset Builder
functionality.Training topics include:
o OMS Administrator
■ Structure Manager
■ Library Manager
■ Layout Manager
■ User/Role Configurations
o Cartegraph recommended best practices for expanding the system's use and/or building assets
Go-Live Support
• Cartegraph will provide up to four(4) remote web conferences (not to exceed 8 hours total) to be utilized
Go-Live Support. The agenda will be defined, and agreed upon, by both your and Cartegraph's project
managers. Topics may include any of the following:
o Refresher training for items listed in the scope of work
o Software and process support for staff during production roll out
o Field, Layout,and Report configuration guidance, if applicable
Integration Services
• Cartegraph staff will provide a uni-directional (one-way) Integration Service between FuelMaster and Cartegraph.
The integration includes:
o A one-way integration of data from the FuelMaster to Cartegraph on the following fields:
■ Equipment ID
■ Date
■ Fuel Type
■ ID
■ Odometer
■ Quantity
• Unit Cost
o A sync using a unique ID
■ If ID exists;information will be updated
■ If ID does not exist;Cartegraph will create a record or produce an error message
o A customer-configurable runtime interval for the sync
All data must be accessible to the Cartegraph service from a Comma Delimited File or a Flat Text File
Cartegraph will provide all services remotely via audio,video,and web conferences unless otherwise noted.
Data Services
Addendum B
• Cartegraph will provide one test and one production data load service through standard import/export
functionality. Cartegraph will provide template documents for data population. Once populated by your
staff,Cartegraph will load the data into your test or production OMS environment. Data loads may include
data such as:
o Parent level asset records
o Asset location(spatial x/y)attributes
o Parent level resource(Labor, Equipment Material,Vendor) records
o Resource Rate(Labor,Equipment, Material) records
o Standard system libraries
Assets
Asset implementation includes the following professional services:
• Cartegraph will provide installation and training on the following seventeen(17) asset types:
o Stormwater(9)
■ Storm Basin; Storm Channel; Storm Culvert; Storm Facility; Storm Inlet; Storm Manhole;
Storm Outlet;Storm Pipe;Storm Pump
o Transportation(8)
■ Bridge; Light Fixture; Pavement;Sign; Guardrail;Marking;Pavement Area;Support
o Fleet
• Cartegraph will provide up to five(5)field configurations for each asset type listed above.
Cartegraph will provide all services remotely via audio,video,and web conferences unless otherwise noted.
Exclusions
The following service items are not included in the scope of this project:
• Implementation of any custom modification or integration developed by Cartegraph,your internal staff,or
any third-party is not included in the scope of this project unless specifically listed above.
• Data conversion services from other software system(s) or sources (including Cartegraph Navigator
databases) are not included in the scope of this project unless specifically listed above.
• Any service items discussed during demonstrations, conference calls, or other events are not included in
the scope of this project unless specifically listed above.
Addendum B
e
Customer/Cartegraph Responsibilities
Project representatives from Customer and Cartegraph accepts responsibility for all aspects of project planning,
management,and execution not specifically identified as the responsibility of Cartegraph in the Agreement or in
the Purchase Agreement. Ongoing management of the day-to-day allocation of Customer and Cartegraph
resources and management of project tasks is the responsibility of the Customer and Cartegraph project
representatives. Customer and Cartegraph project representatives will provide overall guidance and direction for
the project and will direct the project accordingly. Further,and with regard to the Cartegraph obligations listed in
this Purchase Agreement,Customer understands that it is vital to the success of the project that Customer
provides assistance in the following matters:
1. For those services listed under Field Services,Cartegraph personnel will conduct information gathering and
evaluation sessions with various Customer Users and management. While Cartegraph respects the time and
workload of Customer staff,dedicated time on the part of the appropriate Customer resources is necessary to
complete these exercises.
2. The installation process requires the assistance of Customer personnel and suitable access to hardware and
systems (e.g.,security clearance). Customer is required to supervise the installation process while systems are
accessible to Cartegraph. All hardware and software,for both personal computers and servers, is expected to be
available,installed,and operating as specified in Cartegraph's system requirements documentation such that
delivery and execution of Cartegraph Field Services will not be impeded.
3. Customer and Cartegraph understand that the successful performance of Field Services depends upon Customer
fulfilling its responsibilities. The Project assumes that Customer will provide all personnel required to achieve a
successful implementation,including a dedicated project manager responsible for reviewing the implementation
scope of work,ensuring all attended meetings are attended by invited staff,and providing leadership and insight
on all relevant internal issues such as policy/procedure,organizational structure,project stakeholders,technical
architecture,data,and current systems. Customer responsibility also includes internal documentation,internal
change management,task completion,staff coordination and schedule commitment.
4. Customer will provide Internet access and IT staff support as required. For those services that are web-based,
Cartegraph utilizes WebEx Meeting (or similar)technology.
5. Customer shall ensure that their workstation platform and database meet Cartegraph system requirements as
specified in the Cartegraph System Requirements documentation. Solutions will be supported within new
versions of these workstation platforms and databases within a reasonable period of time from their release from
their manufacturer. Cartegraph will discontinue support of its Solutions within older versions of these
workstation platforms and databases as their support is discontinued by their manufacturers.
6. Customer agrees to work with Cartegraph to schedule Field Services in a timely manner. All undelivered Field
Services shall expire 365 days from the execution of this Purchase Agreement,unless noted differently in
Services Scope listed above. Upon expiration of services,the project may be cancelled at Cartegraph's discretion.
Not-to-Exceed Purchase Agreement
Cartegraph will not exceed the total included in this Purchase Agreement without written approval from
Customer. In the event it becomes apparent to Cartegraph that additional Service will be needed due to any
changes in the scope of this Purchase Agreement,Cartegraph will notify Customer prior to exceeding the
approved efforts and obtain written approval if additional Services are required.
Addendum B