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HomeMy WebLinkAboutItem 2c - GIS Service Request DATE: September 15, 2015 TO: Honorable Mayor and City Council FROM: Jason Kruckeberg, Assistant City Manager/Development Services Director By: Lisa L. Flores, Planning Services Manager SUBJECT: SERVICE REQUEST WITH LOS ANGELES COUNTY INTERNAL SERVICES DEPARTMENT (ISD) TO PROVIDE GEOGRAPHIC INFORMATION SYSTEM (GIS) TECHNICAL SUPPORT FOR FISCAL YEAR 2015-16 IN THE AMOUNT OF $30,798.56 Recommendation: Approve SUMMARY In 2013, the City implemented its first citywide Geographic Information System (“GIS”), which supports a wide array of land and infrastructure management activities for multiple City Departments. The City has contracted with the Los Angeles County Internal Services Department (“ISD”) since last fiscal year to provide technical support and to upgrade the City’s GIS system. As a public agency, ISD is uniquely positioned to provide low cost technical assistance and maintenance for the GIS, and to enhance the system through shared data and aerial imagery. It is recommended that the City Council approve a Service Request with the Los Angeles County Internal Services Department, for Fiscal Year 2015-16 in the amount of $30,798.56, with a 10% contingency. BACKGROUND Components that make up the City GIS system are the GIS server hardware, the GIS server application, aerial imagery, data layers, and the GIS viewer (Geocortex). The GIS provides the City with an effective and efficient way to issue permits, manage Public Works assets such as water, sewer lines, catch basins, and equipment, and assist the Fire and Police Departments with information management. The GIS system also provides a visual interface for planning, design, maintenance, public inquiries, and community and business outreach. The GIS activities over the last two years have resulted in the accumulation of land use and infrastructure data comprising almost of 60 layers of data, with almost every layer being used regularly by staff. On October 21, 2014, the City Council approved a Service Request from the Los Angeles County Internal Services Department (“ISD”) to provide technical assistance for the GIS and to enhance the City’s capabilities. This agreement with the County was a Service Request with LA County ISD for GIS Services September 15, 2015 Page 2 of 3 sole-source agreement because the County is the only designated coordinating body for collection, sharing, and dissemination of digital imagery to the state, county, and city governments for LA County and they utilize the same software system as the City. No other consultant can match the quality of the product Arcadia will receive at a similar cost and schedule. Last year, the ISD helped develop and configure Public Works Services datasets into the GIS system, deployed aerial imagery, installed the County’s property ownership information into the City’s GIS, and provided ongoing technical support. Some examples of the ongoing work performed by ISD are to:  Maintain the library of digital and aerial maps, adding and correcting images;  Maintain the library of the data layers and integrate the new data into the system. Data layers include all the City’s information related to assets, infrastructure, zoning, boundaries, property ownership information, sewer lines, fire hydrants, etc.;  Create, publish, and maintain the design of the viewer, GIS related systems, integrations, and other data functions;  Coordinate, reconcile, and make corrections to all external acquired and internal data such as subdivision, project information, and Assessor and County records that reside in the system; and to  Provide on-call technical support and training. DISCUSSION The Service Request for Fiscal Year 2015-16 with ISD includes continued technical support, as well as upgrades to the GIS Server, development of data sets, creation of an interactive Zoning Map, and training efforts. Additionally, within this year it is anticipated that the City will implement EnerGov, a new asset and permit tracking system from Tyler Technologies. The EnerGov system will greatly enhance the efficiency of the City’s processes and the way the City interacts internally and with the public. The new system will reside on the GIS platform, pulling data on infrastructure and asset components directly from GIS layers, and will allow City staff to create, track, and manage activities associated to them. As part of this year’s service request, the ISD will also work on a public facing GIS website to allow the public to track work orders, provide inputs, and review permits to a specific address. The City views GIS as a long-term, ongoing solution for supporting decision making and access to information. This ongoing service request with ISD is a cost-effective Service Request with LA County ISD for GIS Services September 15, 2015 Page 3 of 3 measure to maintain a high level of technical assistance, while at the same time adding to and enhancing the existing system. FISCAL IMPACT Funding for the City’s GIS was included in the Fiscal Year 2015-16 budget within the Equipment Replacement Fund. The approved project budget of $81,564 is split between the Equipment Replacement budget, the Water Fund, and the Sewer Fund. The proposed contract is $30,798.56. A 10% contingency, or an additional allocation of $3,079.86, is requested for any unforeseen costs for a maximum potential cost of $33,878.42. This is within the projected budget approved for technical assistance and GIS maintenance and enhancement for this fiscal year. RECOMMENDATION It is recommended that the City Council approve a Service Request with Los Angeles County ISD to provide GIS technical support for Fiscal Year 2015-16 in the amount of $30,798.56, and approve a 10% contingency. Attachment: County of Los Angeles ISD Service Request SERVICE (1) MAIN/SUB ACCOUNT NOS. ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ REQUEST ___ FOR ISD USE ONLY USE THIS FORM TO REQUEST ISD SERVICES REQUESTER COMPLETES (PRINT OR TYPE) THIS PORTION OF FORM (2) DATE OF REQUEST(3) SERVICE REQUEST INDICATOR (Check One)FISCAL YEAR *REQUESTER MUST COMPLETE BOXES 1 THROUGH 23, (4) UNLESS BOX HAS AN ASTERISK -THESE BOXES ARE OPTIONAL 08/27/1515/16 NEW REVISIONCANCEL (5) REQUESTER ORGANIZATION NAME(6) MAIN ACCOUNT NO.(7) SUB ACCOUNT NO. City of Arcadia (8) AUTHORIZED AMOUNT*(9) MAPS CODE(10) SUB MAPS AUTHORIZED AMOUNT*(11) REQUEST FOR SUB MAPS (Check One) $30,798.56 NEW EXISTING CHANGE (12) ACCOUNT DESCRIPTION/JOB TITLE * (13) SUB MAPS GIS Services for City of Arcadia SUB MAPS DESCRIPTION* (14) (JOB LOCATION(16) REQUIRED COMPLETION DATE * 15) 9150Imperial Highway, Downey, CA 90242FY 15/16 (17) REQUESTER’S NAME, TITLE, ADDRESS, EMAIL(18) REQUESTER’S TELEPHONE NO. Lisa Flores, Planning Services Manager(lflores@ci.arcadia.ca.us)T: (626) 574-5445 (19) CONTACT NAME, TITLE, ADDRESS, EMAIL (20) CONTACT TELEPHONE NO. Lisa Flores, Planning Services Manager(lflores@ci.arcadia.ca.us)T: (626) 574-5445 (21) COMMENTS/SPECIAL INSTRUCTIONS To: Crystal Cooper-Murrell, ISD/ITS Division Manager, Internet DevelopmentDivision (IDD) eGIS Services/Support:eGIS@isd.lacounty.gov (562)940-2910, ISD/UR-GIS Development & Technical Support FY15-16 This is to request that ISDUrban Research-GISand Enterprise GIS (eGIS)provide technicalservicesrequired for the Tasks and Deliverables detailed on the attached listing. The ISD/IDD UR-GIS Technical Team should coordinate all work with the respective Project Manager for each deliverable and charge their time to the approvedaccount number stated above. Thank you. NOT TO EXCEEDFIXED FEE(ISD ONLY) EXPENDITURE DISTRIBUTION 23) DATE SIGN CLEARLY PRINT(REQUESTER RETAIN COPY (22) AUTHORIZED REPRESENTATIVE’S SIGNATURE (OR TYPE NAME) FORWARD ORIGINAL TO ISD SERVICE x PROVIDER FOR ISD USE ONLY (24) DATE RECEIVED(25) PROJECT MANAGER’S TELEPHONE NO.(26) PROJECT MANAGER’S NAME Satya Choday, ISD/Urban Research-GIS Section ISD: (562)940-2023 (27) LEAD ORG. CODE(28) ACCT STATUS(29) INCOME ACCT(30) STATUS(31) ESTIMATED COMPLETION DATE 13337 CANCELLED COMPLETED DATE (32) BIS NO. *(33) ESTIMATE NO.*(34) ESTIMATED COST APPROVED BY(35)DATE FIXED FEE (36) FIXED FEE ACCOUNT NO (37) MAPS*CODE(38) APPROVED BY(39) DATE EXPENDITURE DISTRIBUTIONFOR FINANCIAL MANAGEMENT USE ONLY (43) DISTRIBUTE IN ORDER SHOWN (40) ACCOUNT NUMBER 1-ISD FINANCIAL MGMT.2-ISD LEAD DIVISION __________________ (41) MAPS CODE(42) ACCT. STATUS 3-ISD SUPPORT DIV(S)________________ ________________4–CLIENT ________________ ________________ (1) MAIN/SUB ACCOUNT NOS. ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ FOR ISD USE ONLY Internal Services Department (ISD) UR-GIS DEVELOPMENT SERVICES Justification of work: ISD/UR-GISis to complete anunfinished online mapping applicationfor the City of Arcadia. The application was created using an older Latitude Geographic’s Geocortex technology. ISD/UR- GIS will upgrade the viewer application to the newest version, complete additional layers and/or modify existing data layers, and develop a script to update theparcel data on a weekly basis. Task and Deliverables : 1.Deliverable 1: Update Combined Zoning/Parcel Dataset The current zoning data contains outdated parcel information. The goal is to update this dataset so that it can be turnedinto a map service. A report function from the Geocortex HTML5 Viewer will pull both zoning and parcel information from this single dataset. Task Descriptions : a.ISD/UR-GIS will review the current zoning data and delete any old parcel data information b.ISD/UR-GIS will intersect/spatial jointhe zoning data with the most current parcel data from the County. c.ISD/UR-GISwill create a script that updates the combined zoning/parcel data on a frequent basis (e.g. monthly, quarterly). 2.Deliverable 2: Upgrade ArcGIS Server Upgrade ArcGIS for Server onArcadia’s GIS Server to 10.3.1 Task Descriptions: ISD/UR-GIS will upgrade ArcGIS for Serverto 10.3.1 **Note: City of Arcadia IT should work with ISD/UR-GIS for roll-back plan. 3.Deliverable3: Laserfiche Integration into Geocortex Viewer Integrate Laserfiche to an external Geocortex Viewer so property owner can see all the permits that have been issued to that property. Task Descriptions: 2 a.Investigate the capabilities of linking Laserfichepermit storage to the Geocortex viewer. b.Determine the mechanism for providing this to the public c.Incorporate into selected viewer(i.e. separate theme on Interactive zoning map) d.Deployment of viewer 4.Deliverable 4: External Interactive Zoning Map Create a separate Interactive Zoning Map that is public-facing for citizens to use. Task Descriptions: a.Back-end Development ISD/UR-GISwill go through the datasets needed for this application, create symbology for all the layers using ArcMap, create dynamic labels b.Application Development Use Essentials 4.x and Viewer for HTML5 2.x Essentials Framework custom configurations that includes: Layer configurations (field aliases, searchable fields, identifiable fields, map tips, etc.) Tool configurations (re-align tools based on user needs) Import Workflows, Print templates, Report templates Customization of the banner, home panel, and general look and feel. Include links to zoning documents and files Include map tips or pop-up menu box c.Testing Ensure all tools, functionalities, and map services behave as should Modifications based on test results d.Customer Review Incorporate changes based on customer review e.Assistance in deployment of Viewer **Note: The deadline for this task is dependent on the availability of a public-facing server at City of Arcadia. All zoning documents should be placed on this server. 5.Deliverable 5:Assist in EnerGovDeployment Assist in the deployment of EnerGov systemto interact with their GIS data Task Descriptions: a.Advisory LA County Department of Regional Planningwill serve as advisors to help City of Arcadia deploy EnerGov based on best practices b.Development Createpertinentmap services Assist with PWSD and DSD migration 6.Deliverable 6:Create Historic Preservation Dataset 3 Create historic preservation feature class dataset Task Descriptions: a.Create historic preservation feature class dataset (e.g. spatially joining the table file to the parcel dataset or building outline). Users should be able to click on a property and would inform the owner whether it is a preservation site. 7.Deliverable 7:ArcGIS Desktop Trainingand Create Help Document Task Descriptions: a.Develop and provide introductory and intermediate ArcGIS Desktop training (e.g. Connect to folder, fix source error, print map, buffer, intersect, simple editing, geocoding). b.Create a manual, common help,or troubleshooting document for users. 8.On-Call Technical Support a.Prepare custom maps and/or update maps(City of Arcadia will provide relevant ArcMap documents (.mxds) that have already been created to update maps). b.Technical Support may include support knowledge of spatial databases, maintaining geographic data, create and/or update custom GIS scripts, and assist City of Arcadia in performing GIS-related work. 9.Assumptions: -City of Arcadia should provide ISD/UR-GIS with the instructions/guidance on the business needs and should be available for the questions from the ISD/UR-GIS. -City of Arcadia should provide ISD/UR-GIS appropriate access to their environment and software that are required to complete all the tasks. -City of Arcadia IT staff should work with ISD/UR-GIS in terms of their IT infrastructure support. 10.Schedule: Deliverable 1: Update Combined Zoning/Parcel Dataset September 31, 2015 Deliverable 2:Upgrade ArcGIS Server September31, 2015 Deliverable 3:Laserfiche Integration into Geocortex Viewer December 31,2015 Deliverable 4:External Interactive Zoning Map December 31, 2015 Deliverable 5: Assist in EnerGov Deployment On-going Deliverable 6: Create Historic Preservation Dataset When requested Deliverable 7: ArcGIS Desktop Training and Create Help Document October31, 2015 On-CallTechnical Support On-going 11.Risks : -ISD/UR-GISstaff availability and the training of support staff that will assist in the work. -Scope creep will be managed utilizing ISD’s Project Management Change Order process requiring the change be quoted and the customer approve ISD’s quote. 12.Estimated Hours and Costs: 4 a.Deliverable 1: 25hours x $134hour = $ 3,350.00 b.Deliverable2: 5hours x $134hour = $ 670.00 c.Deliverable 3: 15hours x $134/hour = $ 2,010.00 d.Deliverable 4: 46hours x $134/hour = $6,164.00 e.Deliverable 5: 25hours x $134/hour = $3,350.00 f.Deliverable 6: 8hours x $134/hour = $ 1,072.00 g.Deliverable 7: 25hours x $134/hour = $3,350.00 h.On-Call Technical Support 72hours x $134/hour = $ 9,648.00 Subtotal$29,614.00 : Contract Cities Liability Surcharge(4%) $ 1,184.56 Total estimates: $30,798.56 13.Project Management and Billing: Change in technical scope from the original requirements will impact the delivery date, and requires that ISD Project Management Change Management processes be followed. FORM #78 1848(4/95)SERREQFM.DOT 5