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HomeMy WebLinkAboutAGENDA REPORT 2003 0702 CC REG ITEM 09AITEM q • A • oo.3 MOORPARK CITY COUNCIL,, AGENDA REPORT TO: Honorable City Council FROM: Cynthia L. Borchard, Administrative Services Director DATE: June 20, 2003 (CC Meeting of 7/02/03) SUBJECT: Consider the Proposals for Geographic Information Systems (GIS) to Provide Computer Based Mapping and Data. BACKGROUND On February 27, 2003 the City requested proposals for services on a Geographic Information Systems (GIS) program to provide computer mapping services for use by the City and the public. The GIS would incorporate the Ventura County's parcel data base and Moorpark's general plan and zoning base, and give the user the ability to look up properties and assessor data from the GIS program. The goal would be to make available a fully interactive computer mapping and data system to Staff and the public. Every desktop computer at City Hall could have access to the program, enabling one to look up a property by its address, assessor parcel number, or property owner. The program would then display the parcel and the data attached to that parcel. In addition, the program could be accessible through the City's website and have the same capabilities. This matter was initially presented to the City Council on June 4, 2003, but was continued at the request of staff to allow for further refinement and evaluation of the proposals. DISCUSSION The RFP was sent to six companies that provide GIS services. Five proposals were received: Honorable City Council July 2, 2003 Page 2 • Digital Map Products (DMP) • Geographic Data and Management Solutions (GDMS) • MNS Engineering • Technology Associates International Corporation (TAIL) • Hassan Kasraie Staff reviewed each of the five proposals and chose to interview two companies - Digital Map Products (DMP) and Geographic Data and Management Solutions (GDMS). Both companies have had experience in providing similar services to cities and governmental agencies and can meet the requirements of the City's RFP. Both companies provide programs which will allow the City to easily produce mailing lists for notification, add more layers of information to the system, including, but not limited to flood maps, environmental constraints mapping, seismic, soils, street signs, and street pavement schedules. Digital Map Products: DMP's total cost is $17,000 initially with an on -going cost the second and future years of $1,084 /month. DMP's proposal is limited to 20 City Hall users; additional cost would be incurred for more than 20 users. It is likely that the City may have more than 20 users. DMP would host the City's internet access. A hot link from the City's website would connect clients seamlessly to the DMP site which would be customized to Moorpark's graphic specifications which would be included in the monthly cost. Since the City would not own the software, this would be an on -going cost. Geographic Data & Management Solutions (GDMS): The total cost of the GDMS proposal is $25,713.69 initially with an on -going cost of $565 /month to host the system. If in future years the City decides to host the site, there would be no monthly cost. The system would be available to an unlimited number of users. The GDMS proposal includes software which is supported by ESRI, the software designer of the ARCView and ARCInfo GIS computer mapping systems and widely used in the industry. The City would own the software. Staff is recommending GDMS not only for long -term cost effectiveness but because of the ease of applications, quick performance and the fact the City would own the software. As you will see from the cost comparison on the next page, the City Honorable City Council July 2, 2003 Page 3 will save money with the GDMS proposal after the third year or even sooner if the City decides to host the site. The system will provide for an interactive web -based application which allows data to be accessible to both the staff at their desktops, and also to the public via the Internet. Users can search for parcel information, turn layers on and off as needed, generate a buffer distance to retrieve property information within a specified radius, measure distances and generate maps. The system is a data management tool limited only by the amount of information you desire to access. It is also a valuable planning tool as well as providing information virtually instantaneously for emergency situations. A five (5) year cost comparison is as follows: * Monthly Hosting Costs are guaranteed for three (3) years. City may elect to host site in which case there would be no on -going costs with the GDMS proposal. Funds in the amount of $16,000 are available within the FY 2003 /04 Information Systems Department budget for the purchase of the initial system. An additional $10,000 is requested to be funded from the CLEEPS (California Law Enforcement Equipment Program) grant which the City received in December in the amount of $20,474.80. The on -going costs are budgeted in the FY 2003/04 Information Systems budget. It is anticipated that the project will be completed within 30 to 45 working days after notice to proceed. STAFF RECOMMENDATION Accept the proposal from GDMS in the amount of $25,713.69 to develop a Geographic Information System for the City and authorize the City Manager to negotiate and sign an agreement on the City's behalf for the initial setup and ongoing service. Geographic Data & Management Solutions Digital Map Products Initial System $25,713.69 $17,000.00 Recurring Costs *6,780.00 Included 1St Year 2n Year *6,780.00 *13,000.00 3r Year *6,780.00 *13,000.00 4t Year 6,780.00 13,000.00 5t Year 6,780.00 13,000.00 Total $59,613.691 $69,000.00 * Monthly Hosting Costs are guaranteed for three (3) years. City may elect to host site in which case there would be no on -going costs with the GDMS proposal. Funds in the amount of $16,000 are available within the FY 2003 /04 Information Systems Department budget for the purchase of the initial system. An additional $10,000 is requested to be funded from the CLEEPS (California Law Enforcement Equipment Program) grant which the City received in December in the amount of $20,474.80. The on -going costs are budgeted in the FY 2003/04 Information Systems budget. It is anticipated that the project will be completed within 30 to 45 working days after notice to proceed. STAFF RECOMMENDATION Accept the proposal from GDMS in the amount of $25,713.69 to develop a Geographic Information System for the City and authorize the City Manager to negotiate and sign an agreement on the City's behalf for the initial setup and ongoing service.