HomeMy WebLinkAbout10/16/2001, C2 - REQUEST FOR PROPOSALS TO FURNISH DIGITAL MAP CONVERSION AND DATABASE ENHANCEMENT SERVICES, SPECIFI C
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FROM: Michael D. McCluskey, Public Works Directorr071--�
Prepared By: Alice Carter, GIS Manager
David Elliott, Administrative Analyst
SUBJECT: Request for Proposals to Furnish Digital Map Conversion and Database
Enhancement Services, Specification No. 99228
CAO RECOMMENDATIONS:
1. Approve "Request for Proposals to Furnish Digital Map Conversion and Database
Enhancement Services, Specification No. 99228"
2. Authorize Public Works to distribute the Request for Proposals
3. Authorize the City Administrative Officer to award a contract if the contract cost is less than
the $70,000 cost estimate
DISCUSSION
In 1997 the Utilities Department determined that its existing system of paper based maps needed
to be converted to a GIS format to easily integrate with the City's then emerging GIS system.
However, about the same time, the decision was also made to consolidate all utilities
maintenance software programs with one vendor, Hanson, Inc. The existing Hanson sewer
program would be upgraded to a current model and the water system program would be
abandoned and all data moved to the Hanson program. Making this happen became the highest
priority and required the acquisition and installation of a new computer server for the highly
complex Oracle database which was necessary to run the Hanson software. The transfer of
wastewater system data to the Oracle database is now complete. Data entry for the water system
and map conversions for both water and wastewater can now proceed.
The existing City maps for water and sewer infrastructure have been electronically drawn in
Autocad format. Although these maps can be readily reproduced for paper maps they have no
"intelligence" i.e. a sample sewer line in Autocad does not know any data associated with it. In a
GIS map, selecting that same sewer line reveals data about the line — its length, when
constructed, by whom, last time cleaned, slope, diameter, etc. Thus a GIS map has much more
use both to field staff and any member of the City staff or the public looking for information.
The Hanson database for the wastewater system is tabular data only. One must know the exact
identification of a manhole, water valve, etc. and enter a request for that data. The data is not
linked to any map; only the identification number is shown on the paper map. To make GIS
work three tasks must be performed:
1. Convert the existing Autocad map drawings into ESRI Arcview shapefile format, the
standard for the City's GIS.
Council Agenda Report—RFP to Furnish Digital Map Conversion and Database
Enhancement Services, Specification No. 99228
Page 2
2. Link information from the City's utilities database to the newly created GIS maps.
3. In addition to the first two primary tasks, Utilities staff has determined that water system data
not presently within the Oracle database should be obtained and included in the scope of
work. Therefore, a third task is to add new data and also link that data with the new GIS
maps.
The completed project will make the water and sewer infrastructure maps and databases more
accurate,more accessible, and more usable.
It is extremely important for this work to be completed systematically and accurately. To ensure
selection of a well-qualified contractor, the Utilities Department has asked Public Works-- GIS
Division to be project manager and guide this project to completion. This is in compliance with
the adopted GIS Implementation Plan that calls for GIS management of major GIS applications'
development for a department's internal use. Once complete, the Utilities Department will be
responsible for the maintenance of the program and all basics will have been designed and
implemented to assure that all GIS programs in the City can smoothly integrate with each other
and share common characteristics.
Thus Public Works has drafted an RFP, with input from Utilities, that calls for proposing funis to
submit two sealed envelopes, the first with a qualifications proposal (including general
information, references, insurance information, and a description of proposed procedures) and
the second with a price proposal. The RFP then lays out the following three-phase selection
process:
1. Proposal Review. A review committee opens the qualifications proposal and selects three to
five firms for follow-up interviews..
2. Interview and Ranking. The review committee interviews the selected firms and ranks them.
3. Evaluation of Price and Development of Recommendation. The review committee opens the
submitted price proposals and uses price information to further evaluate the proposals and
recommend the best firm.
This approach allows the review committee flexibility to consider qualifications as well as
reasonableness of prices in recommending which firm should be awarded a contract.
CONCURRENCES
Utilities Department has reviewed the RFP and concurs with its contents.
FISCAL IMPACT
Cost Estimate $70,000
Budget Available $70,370
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Council Agenda Report—RFP to Furnish Digital Map Conversion and Database
Enhancement Services, Specification No. 99228
Page 3
There are no general fund appropriations in the project budget. All of the budget available has
been appropriated from the water fund and the sewer fund.
This project was included in the Approved 1998-99 Budget. (See page E-4 of the 1998-99
Budget and pages 54-56 of the Appendix to the 1998-99 Budget.) There is $45;000 remaining in
the project account. There is also $25,370 remaining in the Computerized Maintenance
Management System Upgrade project account, which originally funded the new software
(Hanson and Oracle), hardware (server) and conversion. This funding is recommended for this
project as it involves linking the data to the maps and the acquisition of new data — both items
closely related to the original project.
The request for proposals is available for review in the Council reading file.
hCouncil Agenda Reports199228 RFP for Map Conversion
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