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R-1423 - 12/09/2014 - GIS - Resolutions Supporting Documents ITEM 7.F.2) ---°..\\ _ ,, of OAS. COi � ,.tied AGENDA ITEM Regular Board of Trustees Meeting of December 9, 2014 SUBJECT: Geographic Information System (GIS) Consortium Service Provider Contract Renewal FROM: Mike Hullihan P.E. Village Engineer, and Jim Fox, Assistant Information Technology Director BUDGET SOURCE/BUDGET IMPACT: GIS: Program 152 (Infrastructure Fund) -$116,549 (2015 Budget) RECOMMENDED MOTION: I move that the Village Board waive competitive bidding and approve the agreement renewal with the GIS Service Provider currently held by Municipal GIS Partners, Inc. (MGP). Background/History: In January 2009 the Village entered the Geographic Information System (GIS) Consortium. Since that time several projects have been completed in the areas of Public Safety, Planning, Engineering, Administration and Infrastructure. The significant accomplishments including the completion of a water utility atlas, converting all of the official maps (e.g. zoning, roads, and address) to GIS products, resulting in significant saving (estimated at $100,000). The program is used routinely for reference, analysis, and communication with residents and staff is starting to be used by businesses and other government entities. By providing easily accessible information, GIS will help staff meet both existing and expanded service levels, reducing the need to hire additional staff. A Geographic Information System is essentially a large database that can be accessed electronically through the use of maps. The reason that such a system is useful for a municipality is because so much of what we do is related to properties. Utilizing GIS, residents, businesses and staff are able to click on a map and find out items related to that property—permits, water billing history, zoning, parking tickets, police incidents, fire calls, emergency information, ownership, etc. Overall, GIS in Oak Brook helps make Village e6- RESOLUTION 2014-GIS-AG-R-1423 A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE EXECUTION OF AN AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND MUNICIPAL GIS PARTNERS, INC.TO PROVIDE GIS SUPPORT SERVICES WHEREAS, the Village is a member of the GIS Consortium ("Consortium"), an organization comprised of municipalities in northeastern Illinois, which Consortium shares the cost of establishing a regional Geographic Information Systems program ("Program"); and WHEREAS, on behalf of its members, the Consortium has selected Municipal GIS Partners, Inc. ("MGP')for the provision of services related to the Program; and WHEREAS, MGP has provided satisfactory GIS support services ("Services") to the Village over the past seven years; and WHEREAS, the Village and MGP desire to enter into an agreement for the provision of Services for the period beginning January 1, 2015, and ending December 31, 2015, in an amount not to exceed $116,549.00 ("Agreement'), which Agreement is attached to this Resolution as Exhibit A; and WHEREAS, because the Consortium has selected MGP, and the Village is a member of the Consortium, Village staff has recommended that the Village waive competitive bidding and approve the Agreement with MGP for the Services; and WHEREAS, the President and Board of Trustees, being fully advised in the premises, have determined that it is in the best interests of the Village and its residents to so waive competitive bidding and to approve the Agreement for the Services; NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows: Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook. Section 2: Waiver of Competitive Bidding Requirements. The advertising and bidding requirements for the purchase of the Services shall be, and they are hereby, waived in accordance with Section 1-7-4 of the Village Code. Section 3: Approval of Purchase of GIS Support Services. The purchase of the Services from MGP in a total amount not to exceed $116,549.00 shall be, and is hereby, approved. Section 4: Approval of the Agreement. The President and Board of Trustees hereby approve the Agreement by and between the Village and MGP in substantially the same form as attached as Exhibit A and in a final form approved by the Village Attorney. Resolution 2014-GIS-AG-R-1423 Approving the Waiver of Competitive Bidding and Authorizing an Agreement with Municipal GIS Partners, Inc. Page 2 of 3 Section 5: Execution of Agreement. The Village President and the Village Clerk shall be, and are hereby, authorized to execute the final Agreement on behalf of the Village after receipt of the final Agreement fully executed by MGP. Section 6: Effective Date. This Resolution shall be in full force and effect from and after its passage by two-thirds of the Trustees and its approval in the manner provided by law. APPROVED THIS 9th day of December, 2014 Gopal G. Lalmalani Village President PASSED THIS 9th day of December, 2014 Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk Resolution 2014-GIS-AG-R-1423 Approving the Waiver of Competitive Bidding and Authorizing an Agreement with Municipal GIS Partners, Inc. Page 3 of 3 EXHIBIT A AGREEMENT operations more efficient by helping everyone take less time to find info, respond to resident requests, prepare reports, and do property-related analyses. A property search function was recently added to the Village website that allows residents to retrieve property information from a software application called Community Portal. Community Portal makes looking up property information quick and easy. When an address is entered into the Property Search window, Community Portal launches and redirects to that property's "Property Summary" page, which contains information regarding zoning, voting precinct information, and much more. What makes Community Portal so different from traditional, map- based address search applications is that, while the information returned for a property is being served up from a Geographic Information Systems (GIS) database, it's being displayed in a text based environment without the necessity of a map. While the option exists within Community Portal to display a property on a map, often times it's the information associated with an address that is most important to whoever is initiating the search. Simplifying how this information is displayed, and the ease of use of the search function, is what makes Community Portal so beneficial to the residents of the Village. The GIS system is used daily by staff, residents, other governmental organizations, and businesses. It has been instrumental in achieving positive outcomes in such areas as storm water management, site selection by prospective businesses, grant applications, forestry management, traffic management, and utility service improvement. This will be the seventh year of the agreement with Municipal GIS Partners, Inc. (MGP). The current agreement expires in December 31, 2014. The proposed agreement is for the period from January 1, 2015 to December 31, 2015. 2009: $105,166 (Initial Year) 2010: $105,166 (Actual — First Renewal) 2011: $106,220 (Actual — Second Renewal) 2012: $107,229 (Actual—Third Renewal) 2013: $109,348 (Actual— Fourth Renewal) 2014: $113,892 (Actual — Fifth Renewal) 2015: $116,549 (Proposed — Sixth Renewal) 2016: $119,784 (Estimated —Seventh Renewal) Recommendation: Because the GIS Consortium has selected MGP, and the Village is a member of the Consortium, Village staff recommends that the Village waive competitive bidding and approve the renewal to the GIS Service Provider Contract with MGP.