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Home My WebLink About05/21/1996, C-2 - REQUEST FOR PROPOSAL - COMPUTER MAPPING CONVERSION SERVICES, SPECIFICATION NUMBER 9684 Council `..finD� j ac En da mepoRt hm N®�w�� CITY OF SAN LU IS OBISPO L' FROM: Mike McCluskey, Public Works Director Prepared By: Allen Hopkins, Geographic Information Systems Manager SUBJECT: Request for Proposal — Computer Mapping Conversion Services, Specification Number 9684 CAO RECOMMENDATION Approve the request for proposals (RFP) for computer mapping conversion services, authorize the soliciting of proposals, and authorize the CAO to award the contract if the selected proposal is within the approved budget for this project ($80,000). DISCUSSION Public Works staff is currently maintaining two separate manual mapping systems —one for the Community Development Department and one for the Fire Department. Each set of maps is used extensively by each department. A majority of the underlying information is identical between the two map systems (see Attachments No. 1 and 2). Each shows streets, buildings, addresses and property lines. As such, a significant amount of redundancy could be eliminated if both map systems were consolidated into a single system using the same computer base map already in use for other engineering and utility mapping. Because maintaining two separate mapping systems manually is substantially more time consuming and costly, the Council approved this CIP project in the 1995/96 budget to convert those maps to computer format. This RFP addresses the requirements of that project. The Community Development Department maps were first created in the 1960's and contain zoning, land use information, planning file references and addressing. As the official zone map for the City, these maps are the Department's most frequently used reference, used by both staff and the public. Maintaining up-to-date information on these maps and facilitating access to that information is of vital interest to the Community Development Department and an important aspect of public service. The Fire Department maps were first created in 1981 and contain extensive information necessary for timely fire and police emergency response services. They are kept at each fire station, dispatch center, and are carried on the fire trucks from both the City and surrounding fire agencies. These books are also sold to commercial operators such as delivery, retail and ambulance services. When the two map systems were first created, each had one full-time drafting staff responsible for map maintenance. Following departmental reorganization, and budget cuts of 1993/94, maintenance responsibility was consolidated into a single person in Community Development, and e-2-1 Council Agenda Report - RFP for Computer Mapping Conversion Services Page 2 subsequently that position has been moved to Public Works. Pursuit of the Council goal to create full GIS functionality has further limited Public Works' ability to continue adequate maintenance of these important resources. Recent technological advancements have occurred that can provide individual users with map maintenance tools without requiring drafting skills. Furthermore, these mapping systems will be incorporated into the city's developing geographic information system (GIS)which offers the potential of providing all city network users with access to this important information. The project consists of the following elements: • Capture the hand-drawn elements of the maps into computer format • Process the computer data into GIS topology • After processing, the maps will be redrawn, via computer, to match the new City-wide grid system previously established with the City base map, sewer map and water map. • The maps will be prepared with the capability to view, edit, maintain and print the converted mapped data. This will allow each department to maintain accurate map information specific for their use. Public Works will be responsible for maintenance of underlying map information which is common to all departments within the City (such as streets, property lines, buildings and addressing). • Initial user training and ongoing support will be provided. The City has received many compliments on the design and careful implementation of its GIS system. Staff has taken the first ten months of the GeoData Services Division of Public Works to research the best way to implement this conversion process. Newly released software and design philosophies within that software allow staff to feel confident that now is the time to proceed and that the final product will be highly successful. CONCURRENCES The Community Development Department and Fire Department concur with this recommendation. FISCAL IMPACT The estimated cost of this project, including contingencies is $80,000. Funding has been appropriated by the Council as part of the GIS Management Program for fiscal year 1995-96 (1995-97 Financial Plan, Page D-146). ALTERNATIVES • Do not convert the maps to computer format. Given the recent reorganization and staffing changes in the Public Works Department, staff resources are no longer available to provide ongoing manual maintenance of these mapping systems. Additional staffing would be required if manual maintenance of these map systems are to be continued, or the mapping systems could be abandoned (which is unlikely due to the significance of the information). Council Agenda Report - RFP for Computer Mapping Conversion Services Page 3 • Hire additional short-term staff to perform the work. It would be possible to hire contract staff to perform the conversion work in-house, however the department doesn't have the specialized computer hardware and software to do this type of work. Also, adequate working facilities are unavailable for such a position. Additional management resources would be required to recruit for the position and supervise the work. • Per the work in segments over an extended period of time. Work for this program could be extended over a longer period by dividing it into phases, either by area of the city or by type of map. However, the longer the final conversion of these maps is delayed, the greater the impact on the Public Works Department for providing maintenance. This, in turn, would impact the timely revisions of the Fire Department maps which are critical for prompt fire and police emergency response. Project costs would increase if the areas are divided into smaller units because of the loss of economy of scale. Dividing the project into phases would require additional administration to ensure overall consistency of the information. ATTACHMENT 1. Sample current Fire Department map page 2. Sample current Community Development Department map page 3. Bidder's list ON FILE IN THE COUNCIL OFFICE Request for proposals for computer mapping conversion services, city specification number 9684. ( P A•C� o c d 1.3 GRANADA Dro R. m Td m m v m m ID h 3701 1 1 36S0 2 2 b 33I 4 .4 O� � O A %O 330 Al. p 6 MEISNER RD. ` I 1 1L----J 1- --�I1 ■ =if-----IIZ —n r---U ■ g� ;T, �(0 Zone SI '•Zone I 3775 111 ■ p` G7 � � i�ioi ■ yj m c'T +1 i � � ■ HIND Y 1.6 RD. I.a 1.4i ZtN 9 � ` ne4 K v � ■ 7 N� ' 7 I ■ CIU( 4s. g 1 Zme 3 I - ■ am –�� i-__ K ■ 0 CIO j r o. I ■ Zone 1 2 N1,3 1 1 M S0 �C i I I I K I ■ Al / ; 1 ll c`�- / rJ P I I I ■ 3877 C/I I ■ 6p O � ■ ■ ■ ■ >AMPLE OF EXISTING =IRE RESPONSE MAP C�- 0 . J. ..° qC�Q Os:; m GRAIVA�A CRIVE ..T...i.a.. p -. '••T ' .w... • .. • •Y SAM� Y 0. t 2C1 •i .iti MEISSNEA LANE IMAM manimm . ♦ a APp es ,.y rm Sly _ IY c: M w ^17 'Y dTp1 J\A DILL r1rJ� r I\ QQQ¢ 9yr4 !OT 7RLCtl .JJ r -o ,.a 'nLlc� O! o �•` R 2-S �c ° 1` HIND ROAD N f A_ J -'T/Irf 1 u O 0 H-20-R H-19-R AMPLE OF EXISTING. 'LANNING LAND USE AND ZONING MAP �'��S PROPOSER'S LIST COMPUTER MAPPING CONVERSION SERVICES-SPECIFICATION NO.9694 Geo hisight International,Inc. Greg Luke&Associates 206 N.Signal Street,Suite K 3220 South Higuera,Suite 232 Ojai,CA 93023 San Luis Obispo,CA 93401 Data and Resource Tracking Criterion 1970 Ventura Blvd 5331 S.W.Macadam Avenue,Suite 205 Camarillo,CA 93010-7847 Portland,OR 97201 GIS Technology,Inc. Hammon,Jensen,Wallen&Associates 3118 Indian Way 8407 Edgewater Drive Lafayette,CA 94549-5506 Oakland,CA 94621-1483 GIS Consultants Geographic Resource Solutions 1615 Broadway,Suite 415 P.0.Box 5095 Oakland,CA 94612-2124 Arcata,CA 95521 Digitech International,Inc. 22800 Savi Ranch Parkway,Suite 204 Yorba Linda,CA 92687 Psomas&Associates 3901 Lime Street Riverside,CA 92501 Merrick&Co. P. O.Box 22026 Denver,CO 80222 A.C.T. GIS 1269 W.Pomona Road,Suite 104 Corona,CA 91720 Advanced Digital Maps,Inc. 6629 Calle Miranda Azusa,CA 91702 GDMS 42136 10th Street West Lancaster,CA 93534 California CAD Solutions P. 0.Box 4779 Modesto,CA 95351 CADD Planning Solutions 7334 Hollister Ave. Suite J Goleta,CA 93117 Lew-Garcia-Davis P. 0. Box 1033 Ceres,CA 95307-1033 L:UNAP_RFPIRFPOOCS.DOC April 29,1996 Gl-'2-G