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Home My WebLink About5.C.1. Consultant Extension Agreement for 2011 Geographic Information System (GIS) and Computerized Maintenance Management Services (CMMS) Work Plan.c -1, CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorize Consultant Extension Agreement for 2011 GIS /CMMS Work Plan DATE: June 7, 2011 This agenda item is for the City Council to consider authorizing a consultant extension agreement for 2011 Geographic Information System (GIS) and Computerized Maintenance Management Services (CMMS) to support the Public Works GIS /CMMS and other City departments. BACKGROUND: Included with this memo is a 2011 GIS /CMMS work plan proposal from WSB & Associates, Inc. needed to support continued development of the GIS /CMMS on special tasks. The level of support is for the following areas and associated cost: Item Cost 1. Cartegraph Support $ 3,856.00 2. City Link Shakopee Improvements/Updates A. Automatic Parcel Update $ 1,032.00 B. Integrate City Link Shakopee with Laseffiche $ 2,394.00 C. Apply Staff Improvement Requirements (City Link) $ 2,968.00 3. Update Map Books $1,360.00 Total $11,610.00 Funding for this consultant work was included in the 2011 Budget and as follows: Funding Source Amount Engineering $ 1,000.00 Police $ 805.00 Planning $ 805.00 Street $ 1,000.00 Park $ 1,000.00 Sanitary $ 3,500.00 Storm $ 3,500.00 Total $11,610.00 Sufficient funds exist in the budget to meet this 2011 GIS /CMMS work plan by the consultant. ALTERNATIVES: 1. Authorize the appropriate City officials to execute the consultant extension agreement from WSB & Associates, Inc. for GIS /CMMS in 2011. 2. Do not authorize the appropriate City officials to execute the consultant extension agreement from WSB & Associates, Inc. for GIS /CMMS in 2011. 3. Table for additional information. RECOMMENDATION: Staff would recommend Alternative No. 1 in order to authorize consultant GIS /CMMS for 2011. ACTION REQUESTED: Authorize the appropriate City officials to execute the consultant extension agreement from WSB & Associates, Inc. for 2011 GIS /CMMS in an amount not to exceed $11,610.00. Bruce Loney, P. Public Works Director E GIL201 I.PRMcrsnaiI-COU CIUGis -Cn S WSB 44 May 17, 2011 Infrastructure a Engineering . Planning a Construction Mr. Bruce Loney, PE City Engineer City of Shakopee 129 Holmes Street South Shakopee, MN 55379 -1328 Re: 2011 GIS /CMMS Work Plan City of Shakopee, MN Dear Mr. Loney: 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 541.4800 Fax: 763 541 -1700 I am pleased to submit this work plan on behalf of WSB & Associates, Inc. to support and continue the development of the Geographic Information System (GIS) and Computerized Maintenance Management System (CMMS) for the City of Shakopee. The 2011 tasks will focus on supporting the City's Cartegraph system and expanding the use of the CityLink application at the City. Cartegraph Support WSB and Associates will continue to support the City's Cartegraph implementation in 2011. This includes supporting the SIGNview, PARKview, SEWERview, STORMview, and PARKinventory, modules. This includes supporting upgrades, mobile deployments, and desktop support at the direction of the GIS Specialist. System Analyst (24 hours): $2,064 Associate (16 hours): $1,792 CityLink Shakopee Improvements/Updates Based on conversations with staff it is anticipated that there are three areas where CityLink Shakopee can be improved in 2011: 1. Adding a mechanism to apply automatic parcel updates 2. Integrating CityLink Shakopee with Laseffiche 3. Applying staff improvement requests Automatic Parcel Updates The City's current parcel workflow requires parcel data to be manually downloaded and reconfigured to work with the link to the City's permit database. Aged parcel data can result in inaccurate results and returned mailings which can cause staff to lose confidence in the CityLink Shakopee system. An automated process can be developed to pull and reconfigure parcel data from the County. This would result in a better overall system and lower long term costs as a manual process would be eliminated. Cost: $1,032 RI11'P119NGlSWocL5hak130ll6TR PROP- bloney- OJNll.dov Mr. Bruce Loney, PE May 17, 2011 Page 2 Integrate CityLink Shakopee with LaserFiche The flexibility and power of the City's CityLink and LaserFiche systems' can be highlighted by systems' ability to integrate together. This task includes meeting with the City's IS Manager and Departmental staff to identify the exact items staff would like integrated between GIS and LaserFiche. Once this is thoroughly documented, WSB staff will implement a tool that allows staff to access LaserFiche documents by clicking on a feature on a map. Associate (12 hours): $1,344 Web Developer Cost (10 hours): $1,050 Apply Staff Improvement Requests City staff has already submitted requests for additions and enhancements to the CityLink system. WSB will review the number of hours required to complete these requests and the overall implications of each modification with the GIS Specialist. We have budgeted 24 hours of developer time to be used under the direction of the GIS Specialist to apply selected changes to the CityLink system. Associate (4 hours): $448 Web Developer Cost (24 hours): $2,520 Update MaR Books It is expected that there will be additional revisions and updates to the City's map books will be required in 2011. New utility map books will be created to reflect utility updates that have been applied to the GIS. City staff will be provided a copy of the map book for review followed by five final copies. Cost: $1,360 Cost Summary It is proposed that this project be completed on a cost not -to- exceed basis, with total cost not exceeding $11,610. If you are in agreement with the terms as outlined above, please sign where indicated below 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. J hn Mackiewicz ssociate Attachments FIIPPIi'( M( I1SIdovISY�vk1 ]OIIILIAPHOP- blunry- 051311.dm Mr. Bruce Loney, PE May 17, 2011 Page 3 ACCEPTED BY: City of Shakopee By: Title: Date: R:IR'PIYIMGISW�IShakVOIIILPR PROP- Ala»4-051311. o, WSB & Axs,k3a m for. June 3, 2011 Infrastructure ® Engineering ■ Planning a Construction Mr. Bruce Loney, PE Public Works Director /City Engineer Shakopee Public Works 400 Gorman Street Shakopee, MN 55379 Re: Extension Agreement — 2011 GIS /CMMS Work Plan Dear Mr. Loney: 701 Xenia Avenue South Suite 300 Minneapolis, MN 55416 Tel: 763 541.4800 Fax: 763 541 -1700 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 May 17, 2011, with a maximum not -to- exceed cost of $11,610. 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, WSB & Associates, Inc. 9 3 �� John Mackiewicz Associate City Administrator City Clerk Mayor Date F:\ W P W 1N\GIS\doc \Shak\2011 \LTR - 05131 I-ExtAgr.. Email lnhd.& c