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Home My WebLink About5.B.5. Consider Proposal from WSB & Associates Inc for Phase II of the GIS/CMMS Implementation for Public Works 56,S; CITY OF SHAKOPEE Memorandum CONSENT TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Consider Proposal from WSB & Associates, Inc. for Phase II of the GIS/CMMS Implementation for Public Works DATE: September 4,2007 INTRODUCTION: Attached is a proposal to implement Phase II of the Geographic Information System (GIS) and Computerized Maintenance Management System (CMMS) implementation for the Public Works Department. The proposal is necessary to further develop the system and for training and transition to the future GIS Specialist person. BACKGROUND: The City authorized WSB & Associates, Inc. on July 18, 2006 to implement a GIS system for the Public Works Department. This proposal was to develop and design a system for asset management and computerizing the maintenance activities for street, park, sanitary sewer and storm drainage facilities. Phase I has been essentially completed and a Phase II implementation is needed for the full integration of multiple GIS/CMMS data sets, training and transition to a future GIS Specialist. The GIS Specialist position was one position recommended by staff to fill this year and for next year in order to continue development ofthe GIS system. The cost of Phase II is not-to-exceed $14,600 and sufficient funds exist in the Engineering Division, due to a vacant position, and utility funds to fund this proposal. ALTERNATIVES: 1. Approve a motion authorizing the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. for Phase II of the GIS/CMMS implementation. 2. Do not authorize the WSB & Associates proposal. 3. Table for additional information. RECOMMENDATION: Staffrecomrnends Alternative No.1, in order to continue development ofthe GIS/CMMS system and for transition to a full time GIS Specialist in the City. ACTION REQUESTED: Approve a motion authorizing the appropriate City officials to execute an extension agreement with WSB & Associates, Inc. for Phase II of the GIS/CMMS implementation. ~e~ Public Works Director BL/pmp ENGR/2007PROJECT/2007COUNCIL/WSB-EXTENSION-AGREEMENT ~ WSB & Associates, Inc. Infrastructure I Engineering I Planning I Construction 701 Xenia Avenue South Suite 300 August 27,2007 Minneapolis, MN 55416 Tel: 763-541-4800 Fax: 763-541-1700 Mr. Bruce Loney,PE Public Works Director/City Engineer Shakopee Public Works 400 Gorman Street Shakopee,MN 55379 Re: Extension Agreement ~ Phase II of the GIS/CMMS Implementation Dear Mr. Loney: According to our Agreement for Professional Services within the City of Shakopee, this extension agreement is written to provide services for the above-referenced project. We are proposing to complete this work on a cost-reimbursable basis, as necessary, in accordance with the proposal dated August 15,2007, with a maximum not-to-exceed cost of$14,600. The City of Shakopee agrees to reimburse WSB & Associates for these services in accordance with Section IV of the Agreement for Professional Services. If this agreement meets with your approval, please sign below and return one copy to our office. Sincerely, 1; ;jSSociotes. Inc. John Mackiewicz GIS Consultant City Administrator City Clerk Mayor Date Minneapolis I St. Cloud Equal Opportunity Employer F:\WPW1N\GIS\marketing\Shakopee\Ph.se II Propos.l\L TR - O&270&-ExtAgree,doc: ~ WSB & Associates, Inc. Infrastructure I Engineering I Planning I Construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 August 15,2007 Tel: 763-541-4800 Fax: 763-541-1700 Mr. Bruce Loney Public Works Director City of Shakopee 129 Holmes Street South Shakopee,MN 55379-1328 Re: Proposal to Proceed with Phase II of the GIS/CMMS Implementation City of Shakopee, MN Dear Mr. Loney: I am pleased to submit this proposal on behalf of WSB & Associates, Inc. to proceed forward with Phase II of the Geographic Information System (GIS) and Computerized Maintenance Management System (CMMS) Implementation for the City of Shakopee Public Works Department. It is my goal to build on the successes of Phase I and continue the development ofthe City's CMMS/GIS in Phase II of the project. Continuinl! GIS/CMMS Development In Phase I of the GIS/CMMS Implementation we achieved our goals of fully implementing the CMMS to track park maintenance activities, converted the existing CAD-based storm and sanitary sewer databases to GIS, began GPS data collection for sign data, and migrated the existing ICON pavement management database to GIS. As planned, in Phase II we will concentrate on fully integrating GIS/CMMS and data collection as well as improving operating efficiency by providing additional training to staff. During Phase II we will deliver the following: 1. GIS Coordination The continued development of the GIS and CMMS will be supported on-site on Tuesdays for the remainder of2007. In addition to overall GIS Coordination and support, this time will be spent training staff on WORKdirector software, planning future GIS/CMMS programs, and transitioning into the operation of the GIS/CMMS by a GIS Specialist. Minneapolis I St. Cloud Equal Opportunity Employer F:\WPWINlGISVllarkelinglShakopeelPhase 11 ProposallLTR PROP-b loney-081507.doc Mr. Bruce Loney August 15, 2007 Page 2 2. Park Maintenance CMMS A digital playground inspection form will be developed for field data collection using the City's Virtual Private Network (VPN). This will include developing a user interface and completing acceptance testing for the application. 3. Street Sign CMMS The GPS street sign data that has been collected will be integrated with the GIS and CMMS system. This will include providing additional Cartegraph and ArcGIS training and support for Todd Schumacher. 4. Sanitary/Storm Sewer CMMS With the GIS conversion of sanitary sewer and storm sewer CAD databases complete, the next step in the implementation process is to link GIS data to the SEWERview and STORMview CMMS. This process will include linking the existing excel based maintenance records to the GIS/CMMS structures with matching identifiers as well as providing training to Sewer staff on the operation of the CMMS modules. 5. Special Assessment Integration The existing system for tracking special assessments against parcels will be evaluated with the intention of streamlining data entry and update, as well as the transfer of this information between the City and Scott County. Cost Summary This proposal to complete Phase II of the GIS/CMMS Implementation will concentrate on the full integration of multiple GIS/CMMS data sets, providing training, and transitioning the operation of the GIS/CMMS to the GIS Specialist. It is proposed that this project be completed on a cost not to exceed basis with total cost not exceeding $14,600. Detailed costs are shown on the attached spreadsheet. If you are in agreement with the terms as outlined above, please sign where indicated on the following page and return one copy to our office. F:\WPWIMGlSIJnarketinglShakopeelPhase II PropnsallLTR PROP.h laney-08/5()7.doc Mr. Bruce Loney August 15,2007 Page 3 Thank you for this opportunity to continue to develop the GIS/CMMS for the City of Shakopee. I am confident that the level of service on this project will meet or exceed your expectations. If you should have any questions regarding this proposal, please contact me at 763-287-7194. Sincerely, WSB & Associates, Inc. 1j1~ John Mackiewicz GIS Consultant Attachments ACCEPTED BY: City of Shakopee By: Title: Date: F:\WPWfMG1SIJnarketinglShakopeeIPhase If Proposal\LTR PROp.b foney-08/507.doc Table 1 Detailed Costs Task 1: GIS/CMMS Coordination ,........<<o..,............."."m"'......,."'.....".......<<<"'...."...... ""n'H'"'' ..m.m............ m" """erC)j,~~,~",I'III~,!1~g,~,~,~l'1t 5 $~:3m , m m$4€>? qQrI~it~~uPPC)r.t: ' 80 $93 , $7449 Subtotal 85 $7,905 mI~~!?;~y~~~!!IR~y.~'C)P'!1.~!1t:m " Parks Maintenance CMMS 12 mm$~:3m " .~1L1J€> ..", ,q~~r.~~t:~igr.:t~I'IIII'III~ 12 ,q,m "m ,$~:3 ",', ""J1,11€>m q, ,,~Clrli~ary/~t()r~Sewer C;I~/CI'IIII'IIIS' 40 $93 $3,720 "",., .'.mmm' .",., .....,~p~'?!ClIA~~~~~,~,~,!1,~",I,I'1.~~,gr.Cl~!C)!1,,"" 8 , m""" ,.,""".'$~:3m' ""m$744 """ Subtotal 72 $6,696 Total 157 $14,601 c: \Documents and Settingslbloney\Local SettingslTemporary Internet FiIeslOLKJ 08\LTR PROP-b loney-081507.doc