HomeMy WebLinkAbout1996-06-17 City CouncilTO:
FROM:CITY MANAGER
AGENDA DATE: JUNE 17, 1996
SUBJECT:Approval of Consulting
BUDGET 1996-98
City of Palo Alto
City Manager’s Repor
HONORABLE CITY COUNCIL 1 0
DEPARTMENT: UTILITIES
CMR:260:96
Service Contract for Application
Development for the Geographic Information Systems
REQUEST
This report requests that Council approve renewal of the attached Amendment No. 4 to
Contract $3036240 with Geodesy, a general partnership, for software application
development associated with the Geographic Information System (GIS). This is one of three
separate contracts requested for the continuing implementation of the GIS.
RECOMMENDATIONS
Staff recommends that Council approve and authorize the Mayor to execute the attached GIS
application .development Amendment No. 4 to Contract $3036240 with Geodesy in the
amount of $109,140.00.
POLICY IMPLICATIONS
This amendment does not represent any change to existing policies.
EXECUTIVE SUMMARY
The Geographic Information System (GIS) was originally approved in August 1989. This
project is a joint effort of the Utilities, Public Works, and Planning Departments. A
contract for a City-wide basemap was awarded in April 1993. Application development will
ease end-user interaction with the GIS by developing menu-driven access to frequently used
functions. The goal for providing menu selections for commonly used functions is to allow
casual users to interact with the GIS and reduce the amount of training required to use the
GIS productively.
Charles Eitzel, a partner of Geodesy, has been closely involved with the City from the initial
benchmark testing in 1989 with McDonnell Douglas to Geodesy’s current contract for
CMR:260:96 Page 1 of 2
application development and database design. Mr. Eitzel’s unique understanding of the
City’s customized GIS makes this award a sole source contract.
FISCAL IMPACT
The contract will be in the amoum of $109,140.00 and the funds are included in the FY
1996-97 CIP.
ENVIRONMENTAL ASSESSMENT
Approval of this Contract Amendment does not constitute a project under California
Environmental Quality Act (CEQA); therefore, no Environmental Assessment is required.
ATTACHMENTS
Amendment No. 4
Exhibit A
Exhibit B
PREPARED BY: Glenn E. Loo, Supervisor Computer Services, Utilities Adm. Services
DEPARTMENT HEAD REVIEW:
CITY MANAGER APPROVAL:
FLEMING
City Manager
CMR:260:96 Page 2 of 2
CITY OF PALO ALTO
UTILITIES INFORMATION SERVICES
DATE: May 6, 1996
TO: C-
FROM: Olenn Loo
MEMORANDUM
SUBJECT: Single Source Justification for the 1996-1997 Geodesy Contract
This is an addendum to the 1995-1996 sole source filing. All conditions and stated
requirements in the 1995-1996 Sole Source filing are continued for 1996-1997. The
length of the requested contract is again one (1) year in duration. We are currently in
negotiations with the vendor for the 1996-1997 contract period.
To:
From:
Request for Sole Source
MEiVlORAND
(Purchases in excess of $5,000)
Purchasing & Contract Administration
Ken Haskins, Manager
(Department/Division}
6 L..~%,,4,,,J
(Requestor)
UM
Sole Source Request For the Purchase of:
Requested Supplier/Vendor:
Address:
Contact: ~L~---~
PEID #
Purchase Requisition #
JUSTIFICATION:
Phone
Cost Est. 8 ~’jO00. OO
The following sole source justification has been written according to the Purchasing
Manual’s Procedure PA-158 issued 12/94. As a minimum justifications should include:
Detailed description of why this meets sole source criteria, see PA-158 (Purchasing Manual).
The actions taken by the department/division to search for the product or service and what will
be done to ensure competitive pricing.
Any reports (verbal or written) prepared by the department/division during the research for
available products/services.
~Expected length of contract.
-Last date a proposal or bid was received.
Sole Source Decisions: Attachment to PA-158(Purchasing Manual-Rev.12/94)Page 1
Request For Sole Source City of Palo Alto
(Justification Continued)
[] Continued (Page Attached)
Department Approval:
Requesting Division Head/Supervisor~t~/
Approval of Department Head
Date:
Date:
Purchasing Approvals"
Buyer
Manager Purchasing & ,,~/~/.~
Contract Administration Date:
Date
Sole Source Decisions: Attachment to PA-158(Purchasing Manual-Rev.12/94)Page2
AMENDMENT NO. 4 TO CONTRACT NO. $3036240
BETWEEN CITY OF PALO ALTO AND
GEODESY
into
municipal
Geodesy,
This Amendment No. 4 to Contract No. $3036240 is entered
1996, by and between the City of Palo Alto, a
corporation of the State of California ("CITY") ~and
a general partnership (Taxpayer’s Identification No.
("CONTZACTOR").
RECITALS:
WHEREAS, CITY and CONTRACTOR have entered into Contract
No. $3036240 for certain application software development services
associated with the support of CITY’s Geographic Information System
and its conversion ("GIS"), and it has been amended from time to
time; and
WHEREAS, CITY and CONTRACTOR desire to modify their
contract to reflect a new scope of services, a modified
compensation scheme, and a term of services;
NOW, THEREFORE, in consideration of the following terms,
conditions, and covenants, the parties agree as follows:
SECTION i. Section 3.1 of the Agreement is hereby
amended to read in accordance with the terms of new Exhibit A,
attached hereto and incorporated herein by this reference.
SECTION 2. Section 4 of the Agreement is hereby amended
in its entirety to read as follows:
"For the full performance of the services described
herein by CONTRACTOR, CITY shall pay CONTRACTOR a total
sum not tO exceed One Hundred Nine Thousand One Hundred
Forty Dollars ($109,140), payable at the rate of Eighty-
five Dollars ($85) per hour, upon submission by
CONTRACTOR of its itemized billings in triplicate, in
accordance with the terms of the new Fee Schedule,
attached hereto as Exhibit "B" and incorporated herein by
this reference."
SECTION 3. Section 6 of the Agreement is hereby amended
in its entirety to read as follows:
"The services to be performed hereunder shall
commence on October 9, 1992, and the time for performance
shall be extended from July I, 1996 to June 30, 1997."
SECTION 4. All other provisions of the Agreement not
amended herein by this Amendment No. 4 to Agreement shall remain in
full force and effect.
960603 syn 0070993
1
EXECUTED BY THE PARTIES in Palo Alto, County of Santa
Clara, California on the date first above stated.
ATTEST:CITY OF PALO ALTO
City Clerk Mayor
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
GEODES~
Title:-- ~--~~
Assistant City Manager
Director of Utilities
Deputy City Manager,
Administrative Services
Risk Manager
960603 syn 0070993
2
CERTIFICATE OF ACKNOWLEDGMENT
(Civil Code § 1189)
STATE OF
COUNTY OF
)
)
)
On ~ //~ /~% ~ , before me, ~unty,
//] i .notary~ublic in and for said
appeared ~_}~t~~_] ~..~.~-~
, personally known toOme (or proved to me on the basis of
satisfactory evidence) to be the person(~/ whose name,s@ is/a-~
subscribed to the within instrument, and acknowledged to me that
he/shc/thcy executed the same in his/ .~ authorized
capacity(i~ , and that by his/her/thcir signature ~@ on the
instrument the person(e+, or the entity upon behalf of which the
person(~ acted, executed the instrument.
WITNESS my hand and official seal.
960603 syn 0040800
May 21, 1996 Exhibit A Page 1
Scope of Work for Fiscal Year 1996 - 1997
This scope of work describes the tasks to be performed by Geodesy in support of the
PAGIS project for fiscal year 1996 - 1997. The primary focus this year is on application
development.
Activity 1: Application Development
1.1 Pavement Maintenance Management System
This application replaces the existing Pavement Maintenance Management System
(PMMS) and enhances it with graphical capabilities through the GIS. The PMMS is
primarily a database application for storing and reporting street condition data with
capabilities for pavement treatment analysis and the establishment of a priority list for
street rehabilitation candidates.
The new PMMS will provide data entry and maintenance capabilities for:
¯pavement section physical characteristics,
o traffic counts,
¯bus and bike routes,
°an unlimited number of pavement conditions, and
¯pavement treatment history.
°street rehabilitation candidates and priority list.
The application will trap for errors at the time data is entered in order to reduce the
possibility of data corruption.
The new PMMS will support the same analysis logic as the existing program as well as
provide the ability to modify the maintenance prioritization formula.
The graphic extensions to the PMMS will support (1) the creation of color-coded street
centerline maps for displaying information such as projects and pavement conditions,
and (2) the ability to select a street centerline segment in the GIS and retrieve pavement
attribute data.
PMMS will be developed using a Microsoft Windows development tool such as Microsoft
Access or Visual Basic. The application will be designed so that it may be run on a
portable personal computer to support the input of survey data while the engineer is
mobile.
May 21, 1996 Exhibit A Page 2
If the City is using a client/server application environment for the GIS, PMMS will be
able to display the GIS graphics within the Windows application. Otherwise, a
rudimentary application for GIS graphic display will be developed using GIS proprietary
tools.
1.2 Project Setup
Now that a substantial portion of the PAGIS utility data is available, the City staff can
use it as the basis for new engineering projects. The Project Setup application simplifies
the project startup effort and encourage the use of the existing data. This application
allows the user to select (1) the background feature classes for the new project, and (2)
the area over which the project extends. Once the user provides this information, the
application creates all the project files and sets up default project views.
1.3 Development Monitoring/Project Conflict Mapping
In order to reduce project conflicts between City departments and between the City and
private developers, a Development Monitoring/Project Conflict Mapping application is
proposed. This application provides access to project location and schedule data
through a GIS interface. Possible project conflicts, such as a utility trenching project
that follows a pavement resurfacing project, are made visible to City engineers through
graphic displays and reports.
This application relies on information created and maintained through the Pavement
Maintenance Management System (1.1) and the Project Setu.p Application (1.2).
1.4 Stormwater ManagementJGIS Integration
This application provides an interface between the existing Oracle based Stormwater
Management System and the GIS. A Graphic User Interface will be constructed for the
GIS which will support (1) graphic display of data stored in the Stormwater Management
System in the form of feature highlights or color coding based on feature attribute
values, and (2) the query of features in the GIS and retrieval of their attribute values
from the existing Stormwater data.
1.5 Network TraCe
This task provides for the ability to trace up and down through directional networks and
collect information along the way. For example, an upstream trace through the waste
water system could yield a report of pipe sizes, materials, conditions and served parcel
identifiers.
The data model and requisite tables needed to support these trace functions are in
place. The Feature Editor application includes the functionality to relate nodes (e.g.
manholes) and links (e.g. pipes) and maintain directional attributes.
May 21, 1996 Exhibit A Page 3
This application includes a GUI to provide options for start and stop points (where
appropriate), a selection mechanism for identifying attributes to be collected, and
¯ options to direct the output either to an external ASCII file or the application user
interface. It is envisioned that these trace functions will be restricted to the current view
extent.
In addition to developing the application, this task includes time to create a bulk data
loading program which scans the existing GDS graphic data and loads the network
relationship tables. Some time may be required from the City staff to run this program
and correct network relationship data errors.
1.6 Minor Order Generation Application
A Minor Order is an 81/2 x 11 sheet of paper which depicts a utility service installation to
a parcel. It contains descriptive text for the installation and a 1" = 40’ scale map of the
parcel being served. Construction drawings for a large project, such as South Gate,
which are created by City staff contain most of the information needed to generate the
Minor Orders. This application automates the creation of minor orders from .the
construction documents.
This application only applies to new work performed in GDS. No historical Minor
Orders will be accommodated.
Activity 2: Application Support and Enhancements
2.1 Customer Service Enhancements
The Customer Service application provides front counter support to City staff who are
responding to requests for parcel information from the public. This task supports the
addition of capabilities such as increasing the number of view options and available
attributes.
2.2 Feature Editor Support and Enhancements
The Feature Editor js an existing application through which PAGIS data is maintained.
This task provides for enhancements, maintenance, and the addition of feature actions
to the Feature Editor. Enhancements are focused on the addition or modification of edit
actions.
2.3 View Manager Extensions
The existing view manager allows the user to display predefined views and extents.
This task provides for (1) the addition of options to alter the view contents in an ad-hoc
manor, and (2) the ability for a user to save these user-defined views for later recall.
Activity 3: CPA Staff Support and Development
May 21, 1996 Exhibit A Page 4
3.’1 GIS Steering Committee and User Group Meetings
The GIS Steering Committee and the GDS/AutoCAD User Groups meet periodically.
This task provides for meeting preparation and attendance.
3.2 Presentations
The City of Palo Alto occasionally der~onstrates PAGIS to City staff, management, and
visitors from other organizations. This task includes time for demonstration preparation
and delivery.
3.3 Ad-hoc Map Products
As the City staff has become aware of the data availability and map generation
capabilities of PAGIS, requests for unique map products have been increasing. This
task provides time for responding to staff requests for ad-hoc maps.
3.4 Staff Training and Support
Informal staff tutoring on the use of GDS and Oracle has proven to be an effective
approach to improve Palo Alto technical staff skills and support project work. This task
continues the current level of staff training and phone support.
Exhibit B
Estimate for FY 96-97
TASK
Activity 1
1.1
1.2
1.3
1.4
1.5
1.6
Activity :2
2.1
2.2i
2.3
Application Development
Pavement Maintenance Management System
Project Setup
Deve opment Monitoring/Project Conflict Mapping
Stormwater Management/GIS Integration
Network Trace
Minor Order Generation Application
Application Support and Enhancements
Customer Service Enhancements
Feature Editor Support and Enhancements
View Manager Extensions
HOURS
235
100
150
235
2OO
100
40
60
60
Activity 3 CPA Staff Support and Development
3.1 GIS Steering Committee and User Group Meetings 18
3.2 Presentaions 6
3.3 Ad-hoc Map Products 40
3.4 Staff Training and Support 40
!Total Hours:1284
I Hourly Rate ($85 per hour):$85
!$109,140
Page 1