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Home My WebLink About13.A.3. Authorize Software & Hardware Purchases for Implementation of GIS in Public Works 1~.A.3. CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorize Software & Hardware Purchases for Implementation of GIS in Public Works DATE: March 6, 2007 INTRODUCTION: Staff is requesting authorization to purchase additional software and hardware to implement the Geographic Information system (GIS) for Public Works Asset Management. BACKGROUND: Attached to the memo are the following: 1. Section IV-Page 1 of the GIS/CMMS Needs & Requirements analysis outlining future costs for 2007, 2008 and 2009. 2. Revised software/hardware costs for 2007-2009. The GIS/CMMS Needs Study indicated that $31,300.00 will be needed for additional software, hardware and software maintenance support for 2007. Further analysis and refinements, based on further discussions with software vendors, the cost for 2007 is projected to be $30,475.00. For 2007, staff has budgeted $14,000.00 in Engineering, Street and Park Maintenance Divisions and $14,000.00 for Sanitary Sewer Funds and $14,000.00 for Storm Drainage Funds for a total of $42,000.00. For 2007, the WSB & Associates, Inc. contract has $21,906.00 that has not been spent in 2006 when the proposal was authorized. In order to pay for this consultant time with 2007 funds instead of a budget amendment, staff would proposed to utilize Engineering Division in consultant funds budgeted ($10,000.00 - Plan Review) and Engineering Interns ($12,000.00). Funds for consultant time in implementing GIS was budgeted in Sanitary Sewer and Storm Drainage Enterprise Funds as well. Additional consultant time may be needed later, once the GIS system is up and running and for transition and training of EngineeringlPublic Works staff. A separate proposal would be brought back at a later date. The purpose of this memo is to update Council on 2007 costs for software/hardware and consultant time and to obtain authorization to purchase the various software, hardware and maintenance support as needed. Purchases from Carte graph would be over $10,000.00 and need Council approval. In order to get into Carte graph' s pipeline for services, a purchase order for these services is necessary, thus Council approval is requested. ALTERNATIVES: 1. Approve a motion authorizing the 2007 GIS software, hardware and software maintenance support expenditures, as outlined III the Projected Software/Hardware Schedule. 2. Do not authorize 2007 software and hardware expenditures at this time. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No.1, as these expenditures were identified in the GIS Needs and Requirements Study and are necessary to implement GIS for the various assets in Public Works. Sufficient funds were budgeted in the Engineering, Street, Park Maintenance, Sanitary Sewer & Storm Drainage Funds to cover these costs. Also, use of existing Engineering staff and utilization of existing consultant and Engineering Intern wages will be used to pay for consultant time in 2007. ACTION REQUESTED: Approve a motion authorizing the 2007 GIS software, hardware and software maintenance support expenditures, as outlined in the Projected Software/Hardware Schedule. ~~ I' Bruce Loney, . Public Works Director BUpmp ENGR/2007COUNCIUS/GIS-PURCHASES 1 I I I ~CTIONN ! I The purpose of this section is to summarize the budget items from each section of the report and provide an overall estimation of cost. Table 5 shows the estimated cost of implementing the GIS and CMMS system for Public WorkslEngineering with a 10% contingency. The total additional projected cost for the four year period is $61,500 not including funds that have already been allocated. Software Purchases Hardware Purchases Software Maintenance Total Including Contingency 'I) Table 5: Estimated Public Works Costs by Year! H! III In addition to this, Engineering/Public Works would also be responsible for a portion of II the annual maintenance costs shown in Table 6. The City of Shakopee should also be ! I 1,1 aware that there will likely be an additional expenditure of $10,650 at some point in 2008 Ii or 2009 to upgrade the GIS server so that it can serve web-based GIS applications. i! ! i, 1I .1~dli1 Ii ,,,..~., ',.,^1I9~ I ArcSDE $3,000 $3,000 : ArcPublisher I $500 $500 $500 I ArcInfo ..' .. . I $3,000 . $3,000 . $3,000 ! ...._.._.._._....._~...._._...... , ....-..... ... ........................M.......... .. .....m"..... .................... i ................. ............ ...........1.....- ............... ............... ...................- .....H......._....... ......H....... \ CU ArcView i $1,500 : $1,500 $1,500 i ::~~ii~!J.~~~~~yj;.;~~~~~'~~',~.::' ,. ., "m..:'~~Qq:,,~..',~.~,L,..'.:'..,$~09.,,:,: ':":,,,::...~.:',:.~~Qq~.~~,:. i . Single Use ArcView Secondary $600 . $600 $900 : i $6,000 $9,000 $9,300 Table 6: Estimated City-Wide Software Maintenance Costs I i Ii II II i1 I. :1 City of Shako pee WSB Project No. 01381-07 Section IV - Page 1 November 2006 Ii Projected Software/Hardware Costs 2007-2009 ......I)a"~~.~,~!QfQl.~<;:,'.Y<;:,!".G!!!!..pg<;:,~!Q!",pa,,y~!A~P:t... ....$4,79Q .. .....................,....$4,79Q,....,.. .. ..~4j!i()!llll~~!yj<:.e,~()l;Il:~,. .. .....' ...$?,?9Q !..........,......!,J5.,?9Q. .. .,...... . ..,................. Q~~~!Ytl!'...... . ..L$!,?99.......! ..............., ....J!,5.99 !. ..I'r()~!l~ly!A()ye,!():Q~.. llpto,p ... ... ..........".,.. . ..,$1.~Q99 ..... ....... ...,......L,gQ9Q.. . !'~~e,l!s:!.m .... . . ..".L$J,4?9 L.. ! .......$J,4?9,L ...GQJ!lgmQY\<!Q:9~,.. ounting bracket for GPS , $150 i ,$150' Could move to '08 ...".".",.."'.......',.,.,.....,.,....,....,, , . ... .... ..""., ........... ....".. ..". .. .....1...,., . . .. ........ ..... ... . arte ra h Mobile Module i $500 .. $1,000 Pricin not set Table 1: Estimated 2007 SoftwarelHardware Purchase Costs $16,000 rs:~,P~..,. "...,....." . . .,..,............,\,., 1!9,~?9..,...,..\. ..............,,1!9,~?9'"....., ..,.1lP!QP.. . . .... ..... .. .,.... . . .;$7,,999.. L . .,. .. ..$7,,999... ." . ,:~~t~~tiltlM()4111e, ...... ....., .. .....:~~~ .... ...:....... ....... .,,: ............~~,~.~...... ...I'ri<:.i!l~t!l()t~tl.t....... ......... s:!'.a"g.. ... ..... .. ..,. ... .. ..... .. ."..... L . .. ..$~~? ... .. J ....... ." .... ... J...$~~? .". ..,." fQrJgll,l!gl1~lg ......... Single Use ArcView $1,200' $1,200 . Table 2: Estimated 2008 SoftwarelHardware Purchase Costs $15,345 arttlIle,..J{ .M~!e.I!!l1l(:.e.. ",.. ... .' .".... .., .....,.......... ...... ,$~,??9 aintenance on 3-Pack . .. . .",,:,L, .... . . . ..$(jOQ . aintenance on Mobile est . $600 Table 3: Estimated Public Works Maintenance Costs $6,250 $7,450 ,Qf!'.Yi!!tlPJ!rs:I111~~~".... ...."" '" ...1!MQQ", ...$,H,14?.; ....$1.,Q99 ...,...l!!g.~ill:~".r.l,I!S:l1ll~~~.. . . . . '" ., .. . .. .. ,., ... ,.,,$~,QQQ, "$7,,f;i99, :..119,999, Software Maintenance i $6,250 I $7,250 $7,450 Total Including Contingency $24,475 $24,855 $21,395 Table 4: Estimated Public Works Costs by Year .., .. ....... .. ,..lJ}~999.J ......... ..,$Q.,. '. , J;9 .. .$?Q9Q ...... ..,.... ", ..... . ......"..,..... i,$5.99..".....,.",,$?99 ,.,.,L",$?W.... ..i,.., .........,.$5.9Q".,.. $3,000 . . . $3,000. : . $3,000 . $3,000 .. . .... . ......" ..........,. .. ..:~),iQQ:JiL~QQ; ....1L~()Q.. .. ........$1,590....... J... ..$499. ...,.$499 ....J. ....,.$499...... .. .,.$499,.., $300 $600 $600 $900 Table 5: Estimated City-Wide Software Maintenance Costs $6,000 $6,000 $9,300