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HomeMy WebLinkAboutStaff Report 3241 City of Palo Alto (ID # 3241) City Council Staff Report Report Type: Consent Calendar Meeting Date: 12/17/2012 City of Palo Alto Page 1 Summary Title: GIS Support and Maintenance Contract Amendment Title: Approval of Amendment No. 1 to Contract With Geodesy in the Amount of $135,000 for Development and Maintenance Support Services for the City's Geographic Information System Software From: City Manager Lead Department: IT Department Recommendation Staff recommends that Council approve and authorize the City Manager or his designee to execute the Amendment No. One to professional services agreement (Attachment B) for the City’s Geographic Information System (GIS) software in the amount of $25,000 for fiscal 2013, $50,000 for fiscal 2014 and $50,000 for fiscal 2015. The total contract amount for fiscal 2012 to 2015 shall not exceed $1,060,268. Executive Summary On September 12, 2011, the Council approved a “scope of work” agreement with the City’s GIS vendor, Geodesy (City Council Staff Report #1968) for development support of new computer applications linked to the GIS. The purpose of this CMR is to amend the Geodesy contract to meet continued City GIS support needs and deliver new GIS initiatives defined in the three-year GIS strategy plan. These services were being provided by a retired City employee who had been brought back on staff on an hourly basis. New CalPers rules restrict such re-employment, so the City is amending its contract with our existing vendor to provide these services. Funding for the contract amendment is provided through salary savings in the department’s budget. - This amendment is the most cost-effective and highest quality route to ensure the City meets its GIS needs. Background The GIS provides accurate citywide property, utility, and infrastructure information to Staff and the public. It is a vital component of the City’s infrastructure management program. GIS is an integral part of the City’s information infrastructure to support several mission critical City of Palo Alto Page 2 information systems, including the Police Computer Aided Dispatch System, Records Management System, Utilities Computer-Aided Design and Drafting System, and Enterprise Resource Management Program (SAP.). GIS also provides information to numerous external agencies, cities, counties, public utilities, and Stanford University. The Information Technology’s Enterprise Systems-GIS team currently is responsible for GIS helpdesk support, troubleshooting, component updates, business rules configuration, system backups, feature dictionary changes requested by users, user access, security protocols, mission critical systems interface support, and the delivery of GIS strategy plan. The staff team consists of one full-time employee and one FTE hourly employee. Discussion The following additional services will be performed by Geodesy in support of the GIS project for fiscal year 2013 – 2015. This work plan will include the following examples and other tasks on an as-needed basis. A service request will be created to track the deliverables and cost. Analyze and design GIS data exchange with surrounding jurisdictions, including cities, counties, public utilities, and Stanford University. Update foundation base map as appropriate with this information. Analyze and update foundation base map data to meet new requirements from city staff, other public agencies and the public Acquire and analyze quarterly updates of Santa Clara County (County) Recorder’s office map documents, tasks include, identifying areas affecting Palo Alto’s foundation base map, editing all cadastral data impacted by information on these documents, i.e. parcel lines, subdivisions, parcel maps, certificates of compliance, easements, and others by using distance and bearing methods within the Encompass Traverse tool set, and linking all relevant documents to appropriate features in the foundation base map by using GIS-based document management functionality. Acquire and analyze quarterly updates of the County Assessor’s office of its most current parcel rolls for Palo Alto. Tasks include: comparing these listings with the GIS data to identify changes in cadastral data affecting the foundation base map and reconciling these changes and make edits as necessary by using the tools and techniques described previously. Act as technical liaison with vendor performing scanning of documents in preparation for the inclusion of digital data into DOX, the GIS-based document management system used by the City of Palo Alto Page 3 City. Transfer data to Geodesy for automated indexing; perform quality control and after analysis of documents failing to automatically index, manually index incorrectly tagged files. Verify linkage of files to GIS foundation base map, using the DOX document management tool. Notify user departments of deliveries on an on-going basis. Assist in determining requirements for new projects to convert paper documents to digital form and link to GIS Work with City’s Real Property staff to review (paper) archive of consummated transaction files. Identify cadastral data changes made by those transactions, i.e easement deeds, right-of-way transfers, etc, edit the GIS foundation basemap to reflect these changes and link a digital copy of the file together with other relevant documents to the affected parcels in the GIS. Conceive, create and update GIS training exercises, using both PowerPoint and Video-based (Camtasia) software for exercises linked to GIS applications. Assist GIS staff in teaching in-house training classes on GIS applications, demonstrating all functionality of Encompass software in the context of the City’s operations. Perform other tasks as assigned by the City’s GIS Manager SOLE SOURCE CONTRACT Geodesy was selected on account of the following reasons: Experience: Geodesy’s staff has unique qualifications to perform the tasks described above, with over 25 years of experience building and maintaining the CIty’s Geographic Information System Efficiency and productivity: Because Geodesy’s staff has been working closely with the City’s GIS team during the past several years, it is available to begin immediately, providing trained, knowledgeable resources from the first day on site. Dedicated resource: Geodesy has dedicated one resource to support the City, on site, as needed. Timeline City of Palo Alto Page 4 The time period for this request will be from January 2013 to June 2015. Resource Impact This contract amendment will require mid-year budget adjustment to enterprise Systems Division Operation Expense in the Information Technology Internal Service Fund. Policy Implications This contract amendment does not represent any change to existing City policies. Environmental Assessment Approval of this amendment does not constitute a project under the California Environmental Quality Act (CEQA); therefore, no environmental assessment is required Attachments:  CMR 2463 (DOC)  GIS contract C12141134 (PDF)  C12141134 Geodesy Amend 1 Partially Executed (PDF)  C12141134 W-Geodesy; CopyOfFullyExecutedContract;Current (PDF) ATTACHMENT A: CMR 2463 Recommendation Staff recommends that the City Council: 1. Approve and authorize the City Manager to execute the attached contract with Geodesy in an amount not to exceed $230,692 for development and maintenance support services for the City’s Geographic Information System (GIS) software, including $209,720 for basic services and $20,972 for additional services. 2. Authorize the City Manager or his designee to exercise the option to renew the contract for up to two additional years. Background On September 12, 2011, the Council approved a “scope of work” agreement with Geodesy (City Council Staff Report #1968) for development support of new computer applications linked to the GIS. This contract is for the execution and delivery of that scope of work. Discussion The proposed contract with Geodesy is for the development services ($164,720 approved in Staff report #1968) with the addition of $45,000 for on-going maintenance and support for existing applications software, resulting in a total contract amount of $209,720 for basic services. Development Support Services The GIS provides accurate Citywide property, utility, and infrastructure information to Staff and the public. It is a vital component of the City’s infrastructure management program. GIS is a central element of the City’s information infrastructure that has been integrated with several other major information systems, including the Police Computer Aided Dispatch System, Records Management System, Utilities Computer-Aided Design and Drafting System, and Enterprise Resource Management Program (SAP). Services provided under this agreement will further improve the integration of GIS with these and other systems. Dox is the City’s Document Management System developed by Geodesy. Several years ago, Dox replaced the Building Optical Disc Storage System (BODS) as the City’s document repository. The Building Department, Planning and Community Environment Department, Real Estate Division, Public Works Engineering Division, City Clerk’s Office, Fire Department, and Police Department have all adopted DOX as their document management system. Hundreds of thousands of documents, that were locked in the BODS’ proprietary database, have been extracted, indexed, and stored in the open standards database used by DOX, allowing any authorized user access to them. Further enhancements to this tool will enable Staff, and where appropriate, the public to more easily access and view information stored in the system. Furthermore, improved access will reduce Staff workload and improve customer service because citizens will no longer be required to travel to the City to request this same information. Support for ongoing input of new documents is included in this contract. ATTACHMENT A: CMR 2463 In the public safety area, GIS-based tools (CADStat) support the City’s Computer Aided Dispatch (CAD) system making real-time incident information available in the Dispatch Center, as well as police and fire mobile units. At a glance, dispatchers can view dispatched incidents, and the location of mobile assets, using Automated Vehicle Location technology. This provides Staff with a “big picture” of what’s going on as well as specifics of the incident they are responding to. This agreement will extend these capabilities to other mobile devices, including smartphones and tablet devices. Geodesy will be instrumental in integrating CADStat with the new multi-jurisdiction CAD system developed jointly by the City of Mountain View, City of Los Altos, and City of Palo Alto over the coming year. In Fiscal Year 2010-11, the City’s Utility Engineering Division implemented a new utility management system (Topobase) as its core tool for designing and drafting utility infrastructure projects. Throughout that process, Geodesy provided support for data migration and synchronization between Topobase and the City’s GIS. Under this agreement, Geodesy will continue GIS/Topobase support as well as develop system enhancements, including network model synchronization, GIS utility macro updates, and improved data editing using mobile devices. Previously, Geodesy modified the City’s Pavement Management System (PMMS) to conform to requirements of the Metropolitan Transportation Commission (MTC). PMMS far exceeds the capability of MTC’s StreetSaver software in its GIS display and analysis capabilities. PMMS currently maintains data in a Microsoft Access database allowing the entire master database to be taken to the field in support of pavement survey activities. Under this agreement, Geodesy will migrate the PMMS data from MS Access to MS SQL Server. This will provide a more reliable and secure backup of Staff work, as well as make the current state of the survey available to authorized users in the City. Geodesy will provide other services under this contract to further enable Staff to take advantage of GIS including: - Mobile User Data Mining capabilities for Police Department management; - Web Page Setup Support providing a common and consistent template for context specific web maps; - Extending SAP Work Orders to the GIS, which will allow work order data to be viewed by a broader audience in an easily accessible, map-oriented format; and - Emergency Damage Assessment Consolidation application, which will support the efforts of CERT volunteers. Training on the use of applications affected by these changes is included under this contract. As part of this training, improved documentation and help screens will be developed. Tasks identified in the scope of services (in Exhibit A) are consistent with the objectives of the GIS Strategic Plan. ATTACHMENT A: CMR 2463 Maintenance and Support Services Geodesy will provide maintenance and support for the Encompass GIS software applications and components used by Palo Alto. The support will be in the form of telephone, e-mail, and periodic on-site support to Palo Alto’s technical staff for those applications and components. Geodesy will maintain all the Encompass GIS software applications and components in working order and apply any fixes and required changes to the software to maintain that state. Geodesy will maintain all related developer-level documentation. Upon request, Geodesy will backup Palo Alto’s GIS data at their facilities. SOLE SOURCE CONTRACT Geodesy has been instrumental in the development of the City’s GIS and related applications, including many of the applications previously mentioned. Geodesy’s unique understanding of the City's specialized GIS system, experience in developing GIS applications for the City, and expertise in the City’s GIS software environment make it necessary to render the award as a sole source contract. RESOURCE IMPACT Funds for the new development portion of this contract ($164,720) are budgeted in CIP 10215. Funds for maintenance and support ($45,000) are part of the I.T. operations budget. Based on the Technology Fund Strategic Plan, the Enterprise Fund will pay 60 percent and the General Fund will pay 40 percent of the expenses. POLICY IMPLICATIONS This agreement does not represent any change to existing City policies. ENVIRONMENTAL ASSESSMENT Approval of this agreement does not constitute a project under the California Environmental Quality Act (CEQA); therefore, no environmental assessment is required.