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Home My WebLink About5.C.3. Extension Agreement for GIS/CMMS Development and Web Server Work Plan 5. ('. 3- CITY OF SHAKOPEE Memorandum Fo"s'r~~~T ~'. 1.. ".: ""', ',' 't._ '.': '~:'-,.: TO: Mayor & City Council !~r ':j'"' . L~.~.. Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorize Extension Agreement with WSB & Associates, Inc. for GIS/CMMS Development and Web Server Work Plan DATE: September 2, 2008 INTRODUCTION: Attached is a memo and proposal for Geographic Information System (GIS)/Computerized Maintenance Management System development and web server work plan from John Mackiewicz of WSB & Associates, Inc. for Council approval. BACKGROUND: In 2007 and 2008, the Public Works Department utilized Telecommunication Funds to purchase ArcGIS server hardware and software to provide internet mapping functionality throughout City offices. Staff has been working all year to develop and migrate Public Works database to this ArcGIS server. The GIS program has identified a project to replace LOGIS map with the internal web based GIS server. By migrating this data to our server we will be able to replace LOGIS map to Shakopee map and increase or expand the existing functionality as shown in the proposal. This proposal shows utilizing City staff, LOGIS staff and consultant staff time to implement the program. The City pays $32,400.00 a year for LOGIS-GIS service including LOGIS map. By replacing LOGIS map to our server, we can in 2010 eliminate LOGIS-GIS services. Currently, the City is obligated for 2008 and 2009. On August 27, 2008, the Telecommunication Advisory Commission reviewed the proposal to develop the server at a cost of$18,320.00 for the Telecom R&D fund for this project. The other tasks in the proposal would be to have the following costs and funding sources: . GIS/CMMS Coordination $6,912.00 12 Sewer and 12 Storm . Pavement View Implementation $3,040.00 Engineering Sufficient funds exist in these funding sources to support the continuing development of GIS/CMMS and the web service to develop Shakopee map and eliminate LOGIS map and eventually LOGIS-GIS services for the 2010 budget. ALTERNATIVES: 1. Authorize the appropriate City officials to execute the extension agreement with WSB & Associates, Inc. for GIS/CMMS development at a cost not-to-exceed $28,772.00, with funding from Telecom R&D ($18,320.00), Sanitary Sewer Fund ($3,456.00), Storm Drainage Fund ($3,456.00) and Engineering Division ($3,040.00). 2. Do not approve extension agreement. 3. Table for additional information. RECOMMENDATION: Staff would recommend Alternative No.1, as the Telecommunication Advisory Commission also voted to recommend funding for this GIS development project. ACTION REOUESTED: Authorize the appropriate City officials to execute the extension agreement with WSB & Associates, Inc. for GIS/CMMS development at a cost not-to-exceed $28,772.00, with funding from Telecom R&D ($18,320.00), Sanitary Sewer Fund ($3,456.00), Storm Drainage Fund ($3,456.00) and Engineering Division ($3,040.00). ~o~ Public Works Director BUpmp ENGR/2008-PROJECTS/2008-COUNCIL/GIS/CMMS-EXTENSION-AGREEMENT City of Shakopee Memorandum TO: Telecommunications Advisory Commission FROM: Bruce Loney, Director of Public Works/City Engineer John Mackiewicz, GIS Project Manager, WSB Associates SUBJECT: GIS Server DATE: August 22, 2008 Introduction The Commission is asked to recommend to the City Council that funds be allocated from the Telecommunications Fund to support development of the City's Geographic Information System (GIS). Background GIS applications are used by many departments within the city to access property data, utility locations, maintenance information, and increase the quality of service provided to residents. This information can be accessed in a variety of ways including the use of desktop GIS software and internet mapping applications. The Public Works department has been working to develop a GIS that will accomplish the following: . Centralize GIS data resources in the City . Increase the efficiency of operations . Quickly provide accurate information to office and field staff . Increase the level of service provided to the public . Minimize long term maintenance costs In September of 2007 the Telecommunications Advisory Commission supported the purchase of ArcGIS Server software to provide internet mapping functionality throughout City offices and to field staffwirelessly using the City's Virtual Private Network (VPN). This purchase was made and Public Works databases have been migrated to ArcGIS Server platform. It now our goal to replace LOGISmap with an internal web based GIS server. The web server will expand on the existing functionality of LOGISmap to include utility information, revamp crime mapping functionality, add pavement data, fix a number of identified issues, and providing a higher quality mapping environment. In addition to this, the City's GIS Specialist will now have the ability to quickly address issues identified by City staff as the web server will be hosted by the City reducing annual LOGIS costs from $32,400 to $5,000. There are a number of tools that need to be added to GIS server to provide the functionality of LOGISmap: . Plat Access Tool . Permit Access Tool . Tool to generate mailing labels . Tool for accessing multiple scanned documents . Revise the crime/accident mapping tools In addition to the tools that need to be developed the existing data in LOGISmap needs to be migrated to the City server. The total cost to complete the required tasks is $18,320. Requested Action If it concurs, the Commission should offer a motion to recommend to the City Council that $18,320 from the 2008 Telecom R&D fund be allocated to add the required tools to the GIS Server so the City can phase out LOGIS map completely. A WSB &:AiI~dC'W"iI..ln<f. Infrastructure _ Engineering _ Planning _ Construction 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763541-4800 Fax: 763541-1700 July 17, 2008 Mr. Bruce Loney, PE Public Works Director City of Shakopee 129 Holmes Street S. Shakopee, MN 55379-1328 Re: GIS/CMMS Development and Web Server Work Plan City of Shakopee, MN Dear Mr. Loney: I am pleased to submit this work plan on behalf ofWSB & Associates, Inc. to implement a Geographic Information System (GIS) Web Server and to continue to development of the Computerized Maintenance Management System (CMMS) for the City of Shakopee. 1. GIS/CMMS Development Having achieved our previous goals concerning the development of the City's CMMS, we now need to implement CarteGraph's PA VEMENTView module while continuing the development of the Sewer and Parks modules. During this phase of the project the following tasks will be completed: 1.1 GIS/CMMS Coordination The continued development of the GIS and the CMMS will be supported as is needed during this phase of the project The overall goal will be for the City's GIS Specialist to handle the bulk ofthis task with support from myself as necessary. It is anticipated that the bulk of this time will be spent supporting the storm and sanitary sewer components ofthe GlS/CMMS as they have been most recently implemented Cost: $6,912 1.2 P A VEMENTView Implementation Up to this point basic information from the ICON database has been manually transferred to the Cartegraph database. During the final implementation, City staff will be consulted to determine if any additional data from the ICON database will be useful in the City's Pavement Management Program in the future. Once the data migration is complete the Assistant City Engineer and the GIS Specialist will complete an educational program in utilizing P A VEMENTView to create budget scenarios, conduct pavement analysis, maintain street segment inventory, perform inspections, and preserve maintenance information. Cost: $3,040 ACEC 2008 Firm of the Year F\ WPWIN\GIS\doc\ShaklPhase4\ L TR PROP- bloney-071808.doc Mr. Bruce Loney, PE July 18, 2008 Page 2 2.0 GIS Web Server Implementation The Telecom committee previously authorized the purchase and set up of a GIS web server using R&D funds. It now our goal to replace LOGISmap with an internal web based GIS server. The web server will expand on the existing functionality of LOGISmap to include utility information, revamp crime mapping functionality, add pavement data, fix a number of identified issues, and providing a higher quality mapping environment. In addition to this, the City's GIS Specialist will now have the ability to quickly address issues identified by City staff as the web server will be hosted by the City. . Migrating existing WGIS data . Develop the required server tools . Customize the GIS Interface . Staff education . System maintenance 2.1 Migrate Existing GIS Data from LOGIS All existing GIS data resources utilized in LOGISmap need to be migrated to the City of Shakopee's GIS Server. This task will be completed by LOGIS staff under the existing contract. Cost: * 2.2 Develop Server Tools Using the information gathered by the GIS survey conducted jointly with the IT Department the following tools will be developed: 2.2.1 Plat Access Tool A tool will be created to access plats using the web browser based GIS interface. This tool will be based on the existing framework in LOGISmap and will be developed by LOGIS staff. Cost: * 2.2.2 Permit Access Tool A tool will be created to access permits using the web browser based GIS interface. This tool will be based on the existirig framework in LOGISmap and will be developed by LOGIS staff. Cost: * 2.2.3 Address Search Tool A tool will be developed to search addresses and PIDs within the web browser GIS interface. Cost: $1,904 F\ WPWIN\GIS\doc\Shak\Phase4\L 1R PROP- bloney-071808.doc Mr. Bruce Loney, PE July 18, 2008 Page 3 2.2.4 Generate Mailing List Tool A tool that allows the user to generate a mailing list from a selected set of parcels is required. The tool would export the selected features in mailing list format to a PDF document. Cost: $2,360 2.2.5 Hyperlink Tool A custom tool that allows the user to access multiple hotlinked documents by clicking on a feature in the parcel layer will be developed. Cost: $800 2.2.6 Revise Crime/Accident Mapping Tools The existing crime/accident mapping tools in use by the City will be reviewed and revised based on input from the Police and Engineering Department. The overall goal will be to develop an integrated crime/accident mapping system that utilizes the same address matching schema as the City's "Call Center". Cost: $1,600 2.2.7 Develop Map Services This task consists of developing the map services required to support the City of Shakopee's web application and the Custom GIS Tools that will be developed in the tasks above. All required Map Services and data caches will be developed Cost: $3,840 2.3 Develop a Custom GIS Interface A custom mapping application interface will be developed to meet the needs of the City of Shakopee users. WSB staff will meet with Departmental representatives to gather feedback on interface requirements then produce a mapping interface that meets those needs. Cost: $2,480 2.4 Educational Program A solid educational background for all necessary staff is essential for the successful implementation of any IT project. WSB staffwill conduct hands on educational sessions with groups of up to ten staff members followed up by additional question and answer sessions. In addition, follow-up educational sessions will be provided to ensure that staff are proficient in the use of the GIS tools developed as part oftrus project. Cost: $2,280 2.5 System Maintenance This task includes making modifications to the application based on staff input, maintaining the underlying database, and training the GIS Specialist to maintain the system in the future. Cost: $1,904 F\WPWIN\GlS\doc\ShaklPhase4\L 1R PROP- bloney'{)71808.doc Mr. Bruce Loney, PE July 18, 2008 Page 4 Cost Summary It is proposed that this project be completed on a cost not to exceed basis, with total cost not exceeding $28,272. Detailed costs are shown on the attached spreadsheet. It should be noted that this work plan relies on LOGIS staff to perform a significant portion of the work and that the tasks designated to LOGIS staff are required for the successful completion of this work plan. 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. 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. ~J1~ John Mackiewicz GIS Project Manager Attachments ACCEPTED BY: City of Shakopee By: Title: Date: F\ WPWIN\GlS\doc\ShaklPhase4\ L 1R PROP- bloney'{)71808.doc .. ESTIMATE OF HOURS AND FEE SHAKOPEE, MINNESOTA WSB PROFESSIONAL SERVICES TO COMPLETE SHAKOPEE ARCGIS SERVER IMPLEMENTATION &As.wClates:.lnc; 7/17/2008 Description 1.1 GIS/CMMS Coordination 200 72 272 $6,912 1.2 PAVEMENT view Implementation 40 40 80 $3,040 240 72 40 352 $9,952 2.1 2.2 Develo Server Tools 2.2.1 Plat Access Tool 12 12 24 $0 2.2.2 Permit Access Tool 12 12 24 $0 2.2.3 Address Search Tool 8 4 20 32 1904 2.2.4 Generate Mailin 8 4 26 38 $2 360 2.2.5 4 2 8 14 $800 2.2.6 20 4 16 40 1600 2.2.7 80 40 120 3840 2.3 Custom GIS Interface 8 10 20 38 $2,480 2.4 Educational Pro ram 30 30 60 2280 2.5 Maintenance Hours 40 4 20 64 $1,904 Total estimated hours and fee for a Iication develo ment 262 98 110 74 544 17168 Labor Total 514 182 150 74 920 $28,272