HomeMy WebLinkAbout214608 PBS&J - CONTRACT - CONTRACT - P916 GIS RELATED APPLICATION DEVELOPMENTPROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below, by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred
to as the "City' and PBS & J hereinafter referred to as "Professional".
W ITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
Scope of Services. The Professional agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of eight (8) pages, and incorporated
herein by this reference.
2. The Work Schedule. The services to be performed pursuant to this Agreement shall
be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of
two (2) pages, and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within fourteen (14) days following execution of this
Agreement. Services shall be completed no later than August 30, 2004. Time is of the essence.
Any extensions of the time limit set forth above must be agreed upon in writing bythe parties hereto.
4. Early Termination by City. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the
termination date contained in said notice unless otherwise agreed in writing by the parties.
All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent
to the following addresses:
• Phase 1 —Assessment and Recommendations
Professional will conduct a review of all existing carpool program processes including
mapping and database applications associated with creating and maintaining the program.
Professional will gather information through on -site meetings and workshops and
stakeholder communication such as phone calls and written reports. System needs and
requirements will be documented and presented to the City in a final Recommendations
Report. It is anticipated that a total of 5 meetings on -site, inclusive of the project kick-off
meeting, will be required supplemented with 10 hours of telephone interviews.
Task 1 — Kick-off Meeting. The first task upon receiving notice to proceed, will be to
schedule a project kick-off meeting. This kick-off meeting needs to include, at a minimum,
representatives of the SmartTrips and GIS staff. Objectives of the meeting include:
• Introduce key team members
• Review goals and objectives of the project
• Review the roles and responsibilities of the project team
• Establish agreed upon schedule and milestones
• Identify the process requirements for the carpool system
• Review the project deliverables
• Discuss the system architecture, ArcIMS, ArcGIS, geodatabase, and MS Access
design issues
Task 2 — Gather Information. One of the most critical elements of this project will be to
identify and survey key stakeholders of the carpool system. Stakeholders are defined as
decision -makers, suppliers or administrators of data, and/or users of the carpool system.
By soliciting input from stakeholders early in the process, we are better suited to ensure that
all system needs and requirements are identified and addressed in the assessment and
recommendations. Methods used to collect information will include telephone interviews
and written questionnaires. This task will continue throughout Phase 1 and will provide us
information critical to completing all tasks.
Task 3 — Analyze Information. During Task 3, Professional will review, evaluate, and
provide the City with recommendations for changes and improvements to streamline the
process. Professional will use the results from Task 1 and 2 to evaluate the current data
maintenance procedures and recommend best -in -class technology solutions that will allow
for an integrated approach to future system processes and procedures. Professional will
then develop recommended solutions that will streamline the carpool process without
eliminating any necessary quality or functionality. These recommendations will be
presented in the findings meeting during Task 4.
Proposed and Updated Database Design. Professional will develop a database design
for the carpool attribute data that will integrate with the MS Access database. This
database design will take advantage of existing City database schemas, structures, and
organization of data with the necessary changes and integration touch points identified.
From a technology and infrastructure perspective, Professional will rely on the City to
provide existing GIS and database standards, methodologies, policies, environment,
scalability, and budgetary information and considerations. From a data level, Professional
will review existing software technologies, schemas, sample data outputs, user accuracy
requirements, and user currency requirements. Obtaining a copy of the existing database
will help the Professional's team evaluate existing database field definitions.
In summary, Professional will work with the City to develop a baseline for identifying the
following that will be presented during Task 4:
■ Current processes and systems used
■ Overall process inefficiencies and opportunities for improvement and process
streamlining
■ Application development needs and requirements
■ Carpool database design
Task 4 — Findings Meeting. At the findings meeting, Professional will present City
Representative and other participants, as necessary, with their recommendation for an
updated process and supporting technology solution. During this meeting, comments and
changes will be made to the recommended solutions based on the City's feedback.
Recommendations will be presented in the form of a Powerpoint presentation and
preliminary/draft written report
Recommended Solutions. Professional will develop a "to be" solution and
recommendation that includes the identification and prioritization of new automated tools
and processes that are contained within software modules of the Carpool software
application.
Task 5 — Develop Final Requirements and Recommendations Report. Professional will
develop a final requirements and recommendations report describing the recommended
modifications to the process and the application modules that will be developed in support
of the newly recommended carpool program including both processes and supporting
software. This documentation will include the needs and requirements for solving problems
that will be addressed and determine procedures for the ensuing application development.
Professional will present the report to the City so that any final or additional changes to the
requirements can be made before starting any application development work. Professional
will not start development work until all requirements are finalized and recommendations are
approved by the City. This eliminates redundancy in process implementation steps and the
need to reprogram software, which ultimately, brings value to the City.
Report will include the results of the needs assessment and the recommended course of
action. The City will accept this based on how well it illustrates and communicates in laymen's
terms, that it contains and addresses all the needs that were presented during the first phase.
• Phase 2 —Application Development
As soon as the City has approved all recommended processes and software technology
solutions, Professional will begin developing the software application. Professional will
develop a program -user interface that updates the integrated database and mapping
components which is used to produce a finalized report for the rider. The report functions
and features will be described in a user's guide or "help sheet" that will also be developed.
This project's proposed modules can be further broken down to include all the details of
development that will be completed in each task or subtask. The descriptions of each task
are described below.
Task 1 — Develop Software Graphical User Interface (GUI) Program (GUI MODULE).
During Task 1, Professional will develop software that includes a GUI that is easy to use,
flexible, and that meets the needs and requirements identified in Phase 1. The software will
be built in modules according to the prioritization agreed upon in Phase 1. Professional will
build the software one module at a time and will test each piece as we go. This process
allows us to test, identify, and resolve any problems with the program before moving on.
City Representative will be given a designated opportunity to test and provide feedback on
each module. Should any issues arise, our proposed schedule allots time for retesting
software. This process makes it very easy for you to monitor our progress. The GUI will be
easy to understand and use by incorporating drop -down menus with pick lists of choices for
field entries with domains.
Task 2 — Develop Database (DATABASE MODULE). The current carpool system
maintains all information for potential carpool riders in two different database tables. Based
on the results of Phase 1, Professional will consolidate this information into one database
that follows the approved design. It is anticipated that this consolidation would reduce
unnecessary redundancy in data entry and maintenance.
Task 3 — Develop Mapping Components (MAPPING MODULE). During Task 3, Professional
will develop the mapping components defined in the requirements during Phase 1. Together,
these mapping components make up the mapping module. The automated mapping tools will
allow input from users including user classification information such as individual carpooler,
school carpooler, or from a campaign promotion for a specific company. Based on the results
of Phase 1, Professional will develop a method to customize maps dependent on user inputs.
These inputs might include destination, origin, time, etc. The mapping module will also contain
the necessary address matching tools that will identify carpoolers who are realistically going to
be potential matches. The mapping display will be based on the interactive user inputs and
automatically scale according to those inputs. A printing and reporting feature will be
developed so that the user can print a map or a report that contains the relevant contact
information from potential matches. Professional will develop functionality that will create a list
of matches for those carpoolers who are outside the map area.
Task 4 - Integrate and Test GUI Software, Databases, and Mapping Components.
Once Phase 2, Tasks 1 and 2 are complete, the GUI software, database, and mapping
components will be integrated into one application. This integration will merge the existing
geocoding services, which are a Regional street centerline database and an address -point
location -based dataset for the City, into one service. Professional will develop an integrated
modular software so that geocoding operations performed against the two existing
geocoding services from the single GUI will be seamless and transparent to the user.
During Task 4 Professional will assign a team of software and process testers that will test
all of the developed modules, tools, and components of the carpooling system.
Each module shall have an empty prototype that consists of screen shots of windows and files
or other format to illustrate module functionality and output. City staff can review and accept
the prototype before any programming begins. A document shall be produced at the end of
each module completion that contains the process.
City staff will evaluate and accept these three (3) modules based on functionality, usability and
testing results. Each module will be documented and open source code shall be provided to
City staff. The City will retain ownership of the software and will reserve the right to distribute
the application in its compiled and/or encrypted form to other related government entities (i.e.
Northern Front Range Metropolitan Planning Organization) that perform similar functions with
the City if desired.
0 Phase 3 — Implementation
After completing Phase 2, Professional will begin Phase 3 by installing and testing the
application on the City's servers. This will include the acceptance testing processes
required for full implementation of the software system. During Phase 2, Professional will
have tested the application and City's stakeholders will also test the application once it is
installed. It is anticipated that the appropriate City resources will be dedicated to assist in
this effort and the City will make the appropriate accommodations to prepare the hardware
and software infrastructure as required in the final requirements and recommendations
report.
Task 1 - Application Deployment. Professional will install all software modules, components,
and tools on the City's servers. City will provide temporary access to servers for this task to be
completed.
City staff will work with Professional to set up software at the locations necessary and test for
functionality. Acceptance will be based upon satisfactory test results.
Task 2 - User Training and Acceptance Testing. Professional will provide training at the end
of the project. The amount of training and details about the training needed will be determined
after the completion of the software development. However, it is anticipated that two 2-hour
sessions will be conducted for end users within the City and the one 4-hour session will be
conducted with system administration staff. City staff will accept this deliverable if all of the
users agree that they are comfortable with the software.
Once the application is installed and the training sessions are completed, the acceptance
testing period will begin. This will be conducted for two (2) weeks at which time
Professional agrees to support and make changes to the system as needed. Changes
requested should be in conformance with the final and agreed upon requirements and
recommendations report. Any change requests beyond the specifications of that report will
be brought to the immediate attention of City Representative for further consideration. At the
end of the At the end of the two -week period, a final acceptance testing form will need to be
completed by City Representative.
• Training Procedure Manual and Program Documentation
Professional will provide document that outlines how to produce and maintain the carpool
application and data. Would include data flow diagrams, process flow diagrams, examples,
screen captures, and other examples.
• Open Source Code
All software produced and delivered to the City shall not be encrypted and shall be provided
with documentation. An encrypted version of the software will be provided to the City should
they require distribution beyond their organization.
• Maintenance
Professional will be available to address any problems or issues that occurwith the application
for a period of one (1) year after completion of this project. Maintenance services will be
provided on a time and materials services and specific approval will be required by Professional
prior to providing such services so as to control expenditures during the maintenance period.
ID Task Name
1 'Overall Project Timeline
2 Phase 1 - Assessment and Recommendations
3 Task I - Kick Off
4 Requirements Preparation
5 Meeting: Requirements Workshop
6 Task 2 - Gather Information
7 Research
8 Meeting: Database Summit
9 Task 3 - Analyze Information
10 Develop System Requirements Documentation
I I Meeting: Findings
12 Task 4 - Develop Recommendations
13 Develop Recommendations Report
14 Milestone: Deliver Report to Fort Collins
15 Task 5 - Fort Collins Review
16 Task 6 - Incorporate Fort Collins Review
17 DELIVERABLE: FINAL RECOMMENDATIONS REPORT
18 Phase 2 - Application Development
19 Task I -GUI
20 Develop GUI
21 Milestone: Present GUI to Fort Collins
22 Incorporate Fort Collins Recomendations
23 Task 2 - Database
24 Develop Database
25 Milestone, Present Database to Fort Collins
26 Incorporate Fort Collins Recommendations
27 Task 3 - Develop Mapping Module
28 Develop Mapping Module
EXHIBIT "B"
Start Finish nuar, F ru
ebi., :.,Wrch , April May. „June
une July August Septe Octobe Novern Decery
M . E - B�MlEiB,WE!B; E:B'lq B WE BME,BMEB:ME B,MEBME
Mon 2/2104 Thu 8/1-2/04
Mon 212/04 Fri 4116/04
Mon =104
Fri 216/04
Mon 2/2104
Thu 215/04
Fri 216104
Fri 216104
Meeting: Requirements Workshop
li
Mon 219104
Mon 219104
Thu 2119/04
Fri 2Q20104
Fri 2W/04
,�'Meeting; Database Summit
Mon 219/04
Fri 3/51"
Mon 2/9/04
Thu 14104
Fri 3004
Fri 315/04
, #,Meeting: Findings
Mon 318104
Tue 31231"
Mon 318104
Mon 3122J04,:
F71-
Tue 3123/04
Tue 3/23(04
+ Milestone: Deliver Report to Fort Collins
Wed 3/24/04
Wed 417/04
r
L:
Thu 418104
Thu 4/15/04
Fri 4/16/04
Fri 4/16/04:DELIVERABLE
FINAL RECOMMENDATIONS REPORT
Mon 4/19104
Fri 81111041
Mon 4/19/04
Fri 5/14/04
Mon 4J1 9/04
Mon 513J04
Tue 5404
Tue 514/04,
Wed 5/5/04
Fri 5/14104;
Mon 6117/04
Fri 6111104
Mon 5/17M4
Mon 5/31104
Tue 611104
Tue 6/1104 i
Wed 6/2(04
Fri 6111/04,
Mon 6/14/04
Fri 7/9104
Mon 611404
Mon 6/28104,
,Milestone: Prese I GUI to Fort Collins
F-71
L-1
vow
-Milestonel Present Database to Fort Collins
Project. Carpool Map Timeline Task Milestone 4, Summary lqummmmlm" meeting 4�
Date: Fri 1116104 ------------ —
Page 1
IQ
Task Name
St ft
Finish
nuar
Fetxu
March
'A
Juno
Ju
MI E
1
1
MEBME6M
M
Mod
?9
Meador: Present Mapping Module M Fort Collide
lmwpmh Fart Collins Re ndstidns
Task 4 - wwration ww Ttdhp
Integrate and Teat Modules
PA irrcarpWoIrne: Present Wftrated Appk*Uon to Fart Collins
mft Fat Collins R
CCOMPLETE'ALLAFPLICATION DEVELOPMENT
Phase 3 - Yrrplatrarrtsdon
Task 1 - Deplo rrrent
Task 2. User Training and Aoceptenos Too"
COMPLETE INSTALLATION AND TRAINING
TUB &FA W04
Wed Slow
IAAon T/1?J0I
Mon 711TiU4'
Tue UH004
Wad 7rAM
FtISI M
IAert tJi/04
MonIN204
Wed SM 1104'
Thu 1111204
Tua SY19PO4
4 Frt 7004
FiS �IQIOI
Icon 7/781114
Tue 70/04
Fd 8i6tD4
F1116*04
Thu 8M2164
Tuelimm4
Wed St11t04
Thu Sr12104
!
:
M : Pmmd MaWng MuN to
'3
;�€<
�MMestonr. Ptaaent in tegralled Ap
+COMta ZMALLAPPI-ICATION
Itt" 2 - User Training and Acc
TE INSTALLATION AN
30
31
32
33
34
38
38
38
Project: Carpool Map Tinm&A
Date: Fri 1AGM
Task i :.:$ vs;'sw=;« '• MYetawa
Sumrrrrry ^ Mating V
Pepe 2
EXHIBIT "CL'
TOTAL PROJECT COST: $27,131 A 2
4ai, � w
N'`o , ac ua as 3a
Person
Hourly Rate
$150.00
$140.61
$72,60
$69.24
$108.18
$72.12
Hours
O
80
13
38
54
64
249
Labor Costs
$0.00
$11.248.80
$943.80
$2,631.12
$5 841.72
$4,615.88
$25,281.12
Expenass
$0.00
$250.00
MOO
$0.00
$800.00
$800.00
$1,860.00
Task 1 -
Kickoff
Meeting
O
8
0
2
2
8
20
$2,056.68
Task 2 -
Gether
Information
O
8
2
0
0
2
12
$1,414.32
o
Task 3 -
Y
£
Analyze
Information
0
8
2
16
16
18
58
$5.262.72
+a 4 -
Findings
MeetingO
8
t
0
0
2
11
51,341.72
Task 5 -
Develop
Final Re
0
24
2
0
0
0
26
$3,519.84
$13,525.28
Task -
Develop
GUI
0
4
2
16
0
0
22
$1.815.48
as
Develop
Database
0
4
0
0
16
0
20
$2,293.32
N
Task 3 -
$
Develop
i
Moping
Component
s
0
4
0
0
0
16
20
$1,716.36
Integrate
GUI,
Database,
and
O
4
0
0
81
0
12
$1,427.88
$7,253.04
Task 1 -
Application
en
Deployment
0
4
2
0
8
16
30
$2,727.00
ag
i
Task 2 -
Training &
Acceptance
Testing
1 0
4
2
4
4
4
18
$1.705.80
54.432.80
FA
Professional: City: With Copy to:
PBS & J City of Fort Collins City of Fort Collins
Attn: Liz Stolz Attn: City Clerk Attn: Katy Carpenter
5500 Greenwood Plaza Blvd Ste 150 PO Box 580 PO Box 580
Greenwood Village, CO 80111 Fort Collins, CO 80522 Fort Collins, CO 80522
In the event of any such early termination by the City, the Professional shall be paid for services
rendered prior to the date of termination, subject only to the satisfactory performance of the
Professional's obligations under this Agreement. Such payment shall be the Professional's sole right
and remedy for such termination.
5. Design, Project Indemnity and Insurance Responsibility. The Professional shall be
responsible for the professional quality, technical accuracy, timely completion and the coordination
of all services rendered by the Professional, including but not limited to designs, plans, reports,
specifications, and drawings and shall, without additional compensation, promptly remedy and
correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold
harmless the City, its officers and employees in accordance with Colorado law, from all damages
whatsoever claimed by third parties against the City; and for the City's costs and reasonable
attorneys fees, arising directly or indirectly out of the Professional's negligent performance of any of
the services furnished under this Agreement. The Professional shall maintain commercial general
liability insurance in the amount of $500,000 combined single limits, and errors and omissions
insurance in the amount of NIA .
6. Compensation. In consideration of the services to be performed pursuant to this
Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
according to Exhibit "C", consisting of one (1) page, and incorporated herein by this reference;
with maximum compensation (for both Professional's time and reimbursable direct costs) not to
exceed Twenty -Seven Thousand One Hundred Thirty -One Dollars and Twelve Cents ($27,131.12).
2
Monthly partial payments based upon the Professional's billings and itemized statements of
reimbursable direct costs are permissible. The amounts of all such partial payments shall be based
upon the Professional's City -verified progress in completing the services to be performed pursuant
hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment
shall be made following acceptance of the work by the City. Upon final payment, all designs, plans,
reports, specifications, drawings and other services rendered by the Professional shall become the
sole property of the City.
7. City Representative. The City will designate, prior to commencement of work, its
project representative who shall make, within the scope of his or her authority, all necessary and
proper decisions with reference to the project. All requests for contract interpretations, change
orders, and other clarification or instruction shall be directed to the City Representative.
8. Monthly Report. Commencing thirty (30) days after the date of execution of this
Agreement and every thirty (30) days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Scope of Services,
Work Schedule, and other material information. Failure to provide any required monthly report may,
at the option of the City, suspend the processing of any partial payment request.
9. Independent Contractor. The services to be performed by Professional are those of
an independent contractor and not of an employee of the City of Fort Collins. The City shall not be
responsible for withholding any portion of Professional's compensation hereunder for the payment of
FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
10. Personal Services. It is understood that the City enters into this Agreement based on
the special abilities of the Professional and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Professional shall neither assign any
responsibilities nor delegate any duties arising under this Agreement without the prior written
consent of the City.
3
11. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications,
reports, and incidental work or materials furnished hereunder shall not in any way relieve the
Professional of responsibility for the quality or technical accuracy of the work. The City'sapproval or
acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of
any rights or benefits provided to the City under this Agreement.
12. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this agreement, such party may be declared in default.
13. Remedies. In the event a party has been declared in default, such defaulting party
shall be allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
equitable actions against the defaulting party, the defaulting party shall be liable to the
non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred
because of the default.
14. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
15. Law/Severability. The laws of the State of Colorado shall govern the construction,
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
4
ATTEST:
A4�r_ X. 4A�AAV�
'�,orporatg Secretary
THE CITY OF FORT COLLINS, COLORADO
By: O/L...9-0,L
Jg es B. O'Neill II, CPPO, FNIGP
Direct r f Purchasing & Risk Management
DATE: Q 3
PBS&J
By: W (/X't
W. SCOTT DELOACH, EXECUTIVE VICE PRESIDENT
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
January 22, 2004
Date:
5
(Corporate Sea])
EXHIBIT "A"
CARPOOL MAP APPLICATION
Section 1.0: Background
The City of Fort Collins SmartTrips office is seeking a customized application to provide carpool
information to residents who sign up for carpooling. The end product must include a map and a list
of names, address and phone number information of other carpoolers which can be either emailed,
or hard -mailed to each person in the carpool database. This is done so that each person who
receives the information can find someone to carpool with that lives and works near where they do.
Currently, a process has been established to create the maps in ArcMap (out -of -the -box) and a
report is generated using Access. The end product that is created now is what is needed. The
problem is that it takes many steps to create and update the maps and it is not user friendly enough
for SmartTrips staff to update the information on their own. SmartTrips needs an application that
will function either over the web or on the desktop, which will provide a more efficient process of
updating the database for the system to function optimally.
There are two (2) programs that make up the carpool program. School Pool matches parents with
kids that go to the same school. The regular carpool program keeps a database of random carpool
records and holds campaigns with larger local companies like HP, CSU, etc. to find carpool
matches. These two (2) databases are stored in Access and updates are entered periodically and
new maps are created from the updated information. Each home address is entered into Access
and then redundantly entered into a shapefile in ArcMap using a geocoding process. The map that
shows all of the home locations is printed with a table that displays the number id on the map of the
home location and the persons' name and address. Another report is generated out of Access that
displays the persons' name, address, phone number, work destination, work hours, etc.
With the campaign programs, all participants work at the same location. In this case, it is easy to
match riders and prepare maps that display the relevant information for each person. A database
query is used to generate a report listing out only those employees. A similar query is set up to
generate a map with home locations, addresses, etc.
The handling of random carpool riders is more complex. They have less popular destinations and
need to find relevant locations for other carpoolers at the origin and destination sites. In addition,
some home (origin) or work (destination) sites are outside the immediate Fort Collins area.
Carpoolers living or working outside Fort Collins need to be provided with information relevant to
their situation. GIS has less detailed address information outside of the area, although the location
still can be geocoded. At this time we cannot produce the maps or reporting needed to assist these
people in locating potential matches. These are sent over to the regional MPO office to enter into
their database. They have more resources to handle regional level ridership using the RidePro
softwa re.
1.1 Terms and Definitions
• Carpool Program — This program consists of business campaigns and individual
carpoolers. The business campaign programs are done with larger companies in town like
CSU or HP. Carpool matches are more likely to be made when the people work at the
same location. Other people sign up for the program individually and can also be matched,
but it is more complex. Carpool matches for individuals would consist of others who are
close to their home or on the way home from their work and the match must also work
nearby as well.
• Carpooler— Someone who signs up for the carpool program. Each person has filled out a
form (http://www.fcgov.com/transportation/carpool.php), and the information is received by
SmartTrips staff and is entered into a database.
• School Pool - SchoolPool is a free service that matches families from a participating school
with others who are interested in sharing a trip to school via carpooling, biking or walking.
Families provide information to the SmartTripsTm office, including name, grade, nearest
major intersections to home and phone number. The SmartTripsTM program uses an
innovative computer program (used to be RidePro software) to match families based on
home and school locations. Families receive a customized match list of possible
SchoolPool partners. Interested SchoolPool members then work out convenient
transportation arrangements among themselves.
Other information on the form that is filled out includes the following:
Parent Name
Home Address
Mailing Address
E-mail Address
How many miles from home to school?
Do you typically return home or go to work/errands?
Name of School (for each child)
Child Name (for each child)
Child Grade (for each child)
Would you like to:
1. Provide rides for other students?
2. Get a ride with other students?
3. Both provide and get rides?
4. Bike together?
5. Walk together?
• School Pooler— A child who's parents have signed up for the school pool program. A form
is given to each child at the beginning of the school year to fill out. Each interested parent
fills out the form and returns it to the SmartTrips office where each child and parent is
entered into a database.
• Report - A report is generated out of Access that lists all the relevant carpool matches
(destinations and origins) and is delivered with a map displaying most of those records
(except those outside of town) to the new carpooler who has signed up.
• Origin — This is usually considered "home", where a carpooler would start the day.
Sometimes, though, it could be different if someone works a night shift or has two jobs.
Then this definition changes accordingly.
• Destination —This is usually considered "work" where the carpooler is going and will leave
from at the end of the day. The same situations apply as above.
Section 2.0: Scope of Work
2.1 Requirements
• Meet with SmartTrips and GIS staff to verify needs of carpool program.
• Evaluate existing GIS and SmartTrips products, databases, data and procedures. Provide
documentation of those needs and requirements to City staff for acceptance before any
programming begins.
• Evaluate the problems outlined in Section 1.0: Background. Identify other problems
through needs assessment phase.
• Meet with City staff to discuss potential application formats and platforms based on prior
findings. Provide a document to City staff that outlines a software development plan that
contains procedures and a timeline.
• Work with City staff to identity all relevant needs, reach agreement on what problems are to
be addressed and determine procedures and platform for application development.
• Provide a prototype for City staff to evaluate for functionality and use. City staff will
evaluate and accept the prototype with proper modifications before programming begins.
• Program a graphical user interface to easily update the database, create a variety of map
layouts based on carpooler need, and produce a series of reporting functions.
• Include other reporting functions that will cover the marketing needs of SmartTrips and
report information that SmartTrips sends to CDOT periodically. The data that would be
included in these reports consists of the answers to the questions that are entered as part
of the carpool form that are not necessarily used for carpool matching, (i.e. "Where did you
hear about our website?", etc.)
• Design system to accommodate future needs that would involve integrating with RidePro
software (runs on SQL Server) and other transportation related Access database tables
that currently exist.
• Provide regular updates of progress to the City's Project Manager. Changes in software
functionality will be reviewed and tested by SmartTrips and GIS personnel. Acceptance is
based on the completeness of each of the deliverables in each phase of the project as
outlined in the PBSU proposal.
2.2 Database
Currently the database entry is redundant with entries in Access and in a shapefile format. The
goal is to reduce redundant data entry. A database must be set up to provide reporting capabilities
and geoprocessing features like geocoding without losing the integrity of the geographic data. For
example, it is understood that a geodatabase must not be used in Access for editing. A process
must be set up to ensure the integrity of the dataset, and also to allow integration with other
datasets for reporting and other data processing.
The records from the Access database must correspond with each record in the GIS point dataset.
Data entry should be designed into a form with drop -down menus with a list of choices for field
entries with domains. A copy of the existing database can be delivered to evaluate field definitions.
2.3 Geocoding
New records should be geocoded using two separate geocoding services. One is a regional level
street centerline dataset and the other is an address location point based city-wide dataset. Both
geocoding operations performed against the two geocoding services should be seamless and
transparent to the user.
2.4 Map
The map should be generated based on whether the application is a campaign promotion for a
specific company, an individual carpooler, or a school pool.
Based on this criteria it is necessary to create a way to customize maps based on destinations and
origins that are relevant to each carpooler. This means that the map that the person would receive
displays only other carpoolers who are realistically going to be potential matches. For instance, in
the case of the individual carpooler, the map and report would only show other people who are
close to their home and also close to their work. For the campaign promotion carpooler, the map
would display all of the carpoolers near them that work at the same location. For the School Pool
kids, the map would show all of the kids that live near them that go to the same school. Some
schools have regional level draw. So maps for those schools would show the whole city.
These separate map types should be designed so that the user can print them with a minimal
amount of formatting and knowledge of GIS software. This can either be in a website format or in a
desktop application like ArcGIS depending on the outcome of the needs assessment.
2.5 Report
A report with all of the relevant contact information would be printed and sent to each carpooler,
along with a map. Each record in the report corresponds to a point on the map. A sample of the
report can be obtained to evaluate fields that are needed for the display. This report is currently
generated out of Access.
Carpoolers who are outside the area on the map are also listed. We need a way to develop a list of
matches for these carpoolers other than by phone, as is done now.
Other reporting functions will be identified more specifically in the needs assessment, like the report
for needed for CDOT, and also some for marketing purposes.
2.6 Deliverables