Meeting Date: October 24, 2018

Transcription

1 Town of Moraga Ordinances, Resolutions, Requests for Action Agenda Item 11. A Meeting Date: October 24, 2018 TOWN OF MORAGA STAFF REPORT_ To: Honorable Mayor and Councilmembers From: Derek Farmer, Planning Director Brian Horn, Associate Planner Subject: Consider Resolution Authorizing the Town Manager to Execute a Three-Year Contract with PlaceWorks (with One Two-Year Option to Extend) in an Amount Not to Exceed $55,743 to Create and Maintain an Online Geographic Information System (GIS) for the Town Request Authorize the Town Manager to execute a three-year contract 19 with PlaceWorks (with one two-year option to extend) to create and maintain an online 20 geographic information system for the Town. Background In order to provide easily accessible property information to25 the community and staff, the Town is seeking a technical service provider to create26and maintain an online, cloud-based geographic information system (GIS). The Town 27 currently has a GIS license through Environmental Science and Research Institute 28(ESRI), a mapping and spatial analytics software company, which the Town uses to maintain 29 a number of GIS map layers which are used in various maps maintained internally 30 by staff on desktop computers, primarily by the Planning and the Public Works Departments. 31 The Planning Department uses this GIS system to maintain33 zoning and general plan layers, which can be printed to PDF maps for reference by34 the public. The Public Works department uses GIS for various projects including mapping 35 of roads, curbs and sidewalks, streetlights, storm drains, etc. The Parks and Recreation 36 Department is currently working on GIS trail mapping. The various maps that the Town maintains are currently not 39 integrated. As such, it is not possible to consider the various layer of information for 40a particular parcel/area without going to multiple sources including hard copies of maps, 41 Planning GIS layers (which are separate from the Public Works layers), Contra42Costa County Assessor parcel maps, and information from outside utilities. An integrated 43 online GIS mapping system will save staff and the public time in gathering information 44 about a property or

2 area. An important element of this project is to have ongoing1 maintenance to ensure that GIS layers remain up to date and accurate. For example, 2 Contra Costa County updates parcel data on a monthly basis and would continually 3need to be imported into the Town s system. It is increasingly common and expected that local jurisdictions provide 6 online interactive GIS mapping resources as it greatly increases efficiencies and7ensures that constraints and plans are considered when looking at land use and capital 8projects. An integrated GIS system would, for example, ensure that the location of planned 9 bike paths and trails along with landslide and flood information is readily available. The creation and maintenance of online GIS mapping requires 12 time and specialized skills and is a service generally provided by Information Technology 13 (IT) departments. The Town s current IT contractor does not provide GIS services. 14 Discussion It is the Town s goal to retain the expertise of a consultant 18to provide start-up and ongoing GIS support to organize the various map layers and 19create interactive userfriendly maps hosted on ArcGIS Online which can be accessed 20 by Town staff and the public. The interactive maps would allow searches by property 21 address or assessor s parcel number. The user would be able to view a variety of22 information on a specific property, or view data in a larger context such as zoning over 23a specific area of Town. The Town intends to include the following map layers: General: Public Works: - Parcels - Streets - FEMA Flood Maps - Curb and Gutter 28 - Fire Hazard - Sidewalks - Emergency Routes - Storm Drains30 - Elevation Contours - Street Lights - Creeks/Streams/Bodies of Water - Traffic Signals 32and Signs - Landslides - Walk Bike Path 33 Planning: Parks and Recreation: 35 - Zoning - Trail Map - General Plan - Hillsides and Ridgelines - Scenic Corridors On September 13, the Town released a Request for Proposal 41 (RFP) for consideration to 12 firms specializing in GIS management services. The firms 42included those that the Town had worked with on previous projects, those recommended 43 by other local agencies and those with local offices listed on the ESRI ArcGIS 44 website. A link to the RFP was also posted on the Town s website. The RFP solicitation period concluded on October 1, 2018, with 47proposals received from seven consulting firms. Staff reviewed the proposals and invited 48 the top four firms to attend oral interviews. Based on the strength of their proposal, 49 cost structure and 2

3 understanding of the Town s needs and limitations, staff recommends 1 PlaceWorks, a Berkeley based firm. PlaceWorks has experience providing similar 2 GIS services using ESRI products to a variety of municipalities and is an ESRI certified 3 Silver Partner with a specialty in ArcGIS Online. As shown in the attached scope of work (Attachment B) and budget 6 (Attachment C), the majority of the work is associated with start-up and would be completed 7 in the first year. A summary follows: Start-Up Data/Projects/Training Maintenance/Tech Support Total FY 2018/19 34, ,530 36,180 FY 2019/20 9, ,998 14,565 FY 2020/21 4,998 4, $55,743 PlaceWorks would work with staff to finalize the data layers and 15 applications based on projected user needs. Assuming a November kick-off, the online 16 GIS interface should be operational by June $9,567 is budgeted for enhancements 17 in FY 2019/20. The ongoing maintenance cost would be $4,998 annually and18 the contract includes the option for one two-year extension. Fiscal Impact Staff recommends funding of $55,743 for the first three years 23 of the contract from a portion of the $128,000 in annual salary savings from the Planning 24 Department s vacant Assistant Planner position. Alternatives 1. Adopt the proposed resolution; or 2. Adopt the proposed resolution with revisions; or 3. Do not adopt the proposed resolution and provide direction 31 to staff. Recommendation Adopt Resolution Authorizing the Town Manager35 to execute a three-year contract with PlaceWorks (with one two-year option to extend) 36 in an amount not to exceed $55,743 to create and maintain an online geographic37 information system (GIS) for the Town Report reviewed by: Cynthia Battenberg, Town Manager Attachments: A. Resolution Authorizing the Town Manager 43 to Execute a Three- Year Contract with PlaceWorks (with one Two-Year 44 Option to Extend) in an Amount Not to Exceed $55,743 to Create45 and Maintain an Online Geographic Information System (GIS) for the Town 46 B. Scope of Work C. Budget 3

4 ATTACHMENT A Resolution -2018

5 BEFORE THE TOWN COUNCIL OF THE TOWN OF MORAGA In the Matter of: Authorizing the Town Manager to Execute a Three Year Contract with an Option to Extend for Two Years with PlaceWorks in the Amount of $55,743 to Create and Maintain an Online Geographic Information System (GIS) for the Town ) ) ) ) ) ) Resolution No WHEREAS, In order to better provide easily accessible property information to the community and staff, the Town is seeking a technical service provider to create and maintain an online, cloud-based Geographic Information System (GIS); and WHEREAS, on September 13, 2018, the Town released a Request for Proposal (RFP) for consideration to 12 firms which were identified as providing GIS management services. These included firms that the Town had worked with on previous projects, firms that were recommended by other local agencies and firms with local offices listed on the ESRI website as partners in the ESRI ArcGIS Online Specialty. A link to the RFP was also posted to the Town s Planning Department website; and WHEREAS, the RFP solicitation period concluded on October 1, 2018, with proposals received from seven (7) consulting firms; and WHEREAS, on October 11, 2018, the Town conducted interviews with the top four (4) firms that had submitted proposals; and WHEREAS, the Town received a proposal from PlaceWorks to create and maintain an online GIS for the Town at a maximum cost of $55,743. NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Moraga that the Town Manager is authorized to execute a three year contract with an option to extend for two years with PlaceWorks in the amount of $55,743 to create and maintain an online geographic information system for the Town PASSED AND ADOPTED by the Town Council of the Town of Moraga at a regular meeting held on October 24, 2018 by the following vote: AYES: NOES: ABSTAIN: ABSENT: Resolution No. XX October 24, 2018

6 Attest: Dave Trotter, Mayor Marty C. McInturf, Town Clerk Resolution No. XX October 24, 2018

7 ATTACHMENT B Scope of Work

8 EXHIBIT A: SCOPE OF WORK This section describes the GIS services work plan to be completed by PlaceWorks. We are flexible regarding the proposed scope of work and will work with Town of Moraga staff to prepare a more detailed scope when we enter into a contract. We also recognize that it may be necessary to alter the scope as the project progresses and would be happy to work with you to ensure the successful completion of the project. All products will be submitted electronically, unless otherwise noted. TASK A. PROJECT INITIATION, GOALS, AND OBJECTIVES A.1. Kick-Off Meeting Following authorization to proceed, PlaceWorks will arrange a kick-off meeting for the project based on direction from Town staff. This will provide an opportunity for Town staff and the PlaceWorks team to meet and review the project goals and objectives; discuss key mapping, application, analysis, and data sharing needs; finalize the scope of work; and review key project milestones, deliverables, and communication protocols. A.2. GIS Data Gathering and Review PlaceWorks will work with Town staff to gather and review all proprietary and nonproprietary data sources that are of interest to Town staff, and develop a memo and implementation plan to summarize the findings from the kick-off meeting and data review exercise. The memo and implementation plan will summarize the findings from the kick off meeting and data review exercise by listing recommended GIS data, map, and application solutions related to the set up and implementation of the ArcGIS Online Platform. The documents will also detail the desired functionalities and sharing requirements of each data layer, map, and application of PlaceWorks solutions to meet the project goals. Deliverables: Data, mapping, and application needs and solutions memo and implementation plan. GIS SUPPORT SERVICES Exhibit A: Scope of Work 21 TOWN OF MORAGA, CA

9 TASK B. PLATFORM CONFIGURATION, SETUP, AND GIS DATA/MAP/ APPLICATION DEVELOPMENT In this task, PlaceWorks will develop the Town s ArcGIS Online Organization web page, upload key data layers, and prepare custom web maps and applications following the findings from Task A. PlaceWorks assumes that all GIS data layers are up to date, spatially accurate, and complete. This Scope of Work and cost estimate contains a limited amount of time (up to 20 support staff hours) to refine and gather incomplete data. PlaceWorks intends to stay within the confines of the application templates developed by Esri. Page configuration and application functionality will be limited to what has already been put in place by developers and some wish-list functions may not be obtainable within the current scope and budget. B.1. ArcGIS Online Set-Up and Base Configuration The initial step in this task will be devoted to account and platform set-up and defining the look and feel of the Town s ArcGIS Online web page. Based on the agreed upon conceptual mock up, PlaceWorks will work with Town staff to develop the landing page following specifications and standards laid out in the Town s graphical guide book. Deliverables: Configured and fully functioning ArcGIS Online landing page. B.2. ArcGIS Online Data Development PlaceWorks will use the findings from Task A to migrate key proprietary GIS data layers to the Town s ArcGIS Online Platform, including but not limited to zoning, general plan, streets, and town utility layers. This task will also include the integration of various publicly accessible GIS layers into the Platform, including but not limited to Contra Costa County parcel data, local utility and service providers, and FEMA special flood hazard areas. All data layers will be preconfigured to set various editing control and sharing limitations amongst Town staff and the general public. B.3. ArcGIS Online Web Map and Application Development PlaceWorks will develop multiple web based maps and applications for Town staff following the findings from the kick-off meeting and needs assessment process completed in Task A. These applications will allow Town staff to run custom spatial and tabular queries, export selection results to various Microsoft Office formats, generate notes and/or comments related to specific data layers, edit data, publish maps in digital and hard copy formats, view various property details (zoning, address, lot size, building year, etc.) through pop-up windows, and generate mailing lists and other similar outputs from selected map features. 22 Exhibit A: Scope of Work GIS SUPPORT SERVICES TOWN OF MORAGA, CA

10 In addition to the applications listed above, PlaceWorks with also develop public facing applications and maps. These publicly accessible applications will at a minimum provide users with access to zoning, general plan, lot sizes and other GIS layers as defined in the Task A, Memo and Implementation Plan. PlaceWorks includes budget for the development of up to 8 custom web based map applications and 4 additional web maps for use by internal staff and/or the general public. Deliverables: Up to 8 custom web based map applications and 4 web maps hosted on ArcGIS Online. B.4. ArcGIS Online Platform Rollout and Staff Training PlaceWorks will develop a user friendly ArcGIS Online training manual and spend no more than 4 hours training staff on the basics of the platform. This in person training will cover topic areas such as application use and functionality, platform maintenance, data configuration, data export functions, web map development, application development, and content sharing. Deliverables: ArcGIS Online Training Manual TASK C. SPECIAL PROJECTS, DATA NEEDS, AND STAFF TRAINING C.1. Special Projects and Data Needs PlaceWorks has budgeted up to 40 support staff hours over the life of the project to develop new data layers and applications and/or enhance existing data layers and applications, with direction from Town staff. It is assumed that the majority of work related to this task will occur during months but work can be done at any time if budget allows. C.2. Ongoing Training This task will include as needed training for Town staff to provide them with the necessary experience and tools to update data, develop and edit GIS Online maps and applications, share content, and ArcGIS Online Platform maintenance. C.3. Technical Documentation and Training Materials PlaceWorks will develop a more comprehensive ArcGIS Online training manual which builds on the initial training manual developed for Task B.4. This final version will cover GIS SUPPORT SERVICES Exhibit A: Scope of Work 23 TOWN OF MORAGA, CA

11 similar topic areas and further detail the processes behind; platform maintenance, data configuration, web map development, application development, and content sharing. TASK D. ONGOING MAINTENANCE AND TECHNICAL SUPPORT D.1. Ongoing Technical Support Services PlaceWorks will provide technical support on the ArcGIS Online Platform through the life of the project. PlaceWorks assumes that most technical concerns will be handled by our in house team. If technical concerns cannot be dealt with internally, PlaceWorks will act as the Town liaison to work directly with Esri Technical Support Services to find a solution. D.2. ArcGIS Online System/Data Maintenance PlaceWorks will develop and implement data maintenance and system protocols to ensure that both proprietary and nonproprietary data layers are up to date and that all applications and web maps are functioning as intended. This task will also include system maintenance and general data management procedures. 24 Exhibit A: Scope of Work GIS SUPPORT SERVICES TOWN OF MORAGA, CA

12 EXHIBIT B: ESTIMATED SCHEDULE GIS SUPPORT SERVICES Exhibit B: Estimated Schedule 25 TOWN OF MORAGA, CA

13 ATTACHMENT C Budget

14 COST PROPOSAL As shown in Table 1 the estimated cost to complete the scope of work described in this proposal is $55,743. PlaceWorks recommends planning for a 5 percent to 10 percent contingency fund to cover any unforeseen out-of-scope work that might be necessary for the project. We are flexible regarding project costs and hope that you will not eliminate us from consideration on the basis of cost alone. PlaceWorks bills for its work on a time-and-materials basis with monthly invoices. ASSUMPTIONS This scope of work and cost estimate assumes that: Of all meetings shown in Exhibit B, PlaceWorks will attend the Kick-Off Meeting and Staff Training meeting at the end of Task B in person. All other meetings will be conducted via a web hosted service and/or conference call. Additional meetings beyond those shown in Exhibit B would be billed on a time-and-materials basis. Rob Mazur will attend all project meetings, training workshops, and other public meetings. David Early, will attend the project kick off meeting. In regards to Task B., no more than 20 hours of PlaceWorks staff time will be required to refine and gather incomplete data. In regards to Task C., no more than 40 hours of PlaceWorks staff time will be required for Special Projects, Data Needs, and Research. All products will be submitted to the Town of Moraga in electronic format. Town of Moraga staff will be responsible for meeting logistics, including schedule coordination, document printing, room reservations, room set-up and take-down, and refreshments. GIS SUPPORT SERVICES TOWN OF MORAGA Cost Proposal

15 COST ESTIMATE: Table 1 GIS SUPPORT SERVICES TOWN OF MORAGA Cost Proposal