R-1316 - 11/26/2013 - GIS - Resolutions Supporting Documents (2) ITEM c.r.S)
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AGENDA ITEM
Regular Board of Trustees Meeting
of
November 26, 2013
SUBJECT: Geographic Information System (GIS) Consortium Service Provider Contract
Renewal
FROM: Blaine Wing, Assistant Village Manager, Mike Hullihan P.E. Village Engineer, and
Jim Fox, Assistant Information Technology Director
BUDGET SOURCE/BUDGET IMPACT:
GIS: Program 152 (Infrastructure Fund) - $113,892 (2014 Budget)
RECOMMENDED MOTION: I move that the Village Manager be authorized to execute a
renewal to the GIS Service Provider Contract currently held by Municipal GIS Partners,
Inc. (MGP) pending final Staff and Village Attorney approval.
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. Continuing to develop
Oak Brook's GIS Program, particularly given the ongoing soft economic climate, is a very smart
move for the Village. 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
operations more efficient by helping everyone take less time to find info, respond to resident
requests, prepare reports, and do property-related analyses.
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 sixth year of the agreement with Municipal GIS Partners, Inc. (MGP). The
current agreement expires in December 31, 2013. The proposed agreement is for the period
from January 1, 2014 to December 31, 2014.
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 (Proposed — Fifth Renewal)
2015: $113,753 (Estimated — Sixth Renewal)
Recommendation:
Staff recommends that the Village Board authorize the Village Manager to execute a renewal to
the GIS Service Provider Contract currently held by MGP, Inc. pending final Staff and Village
Attorney approval.
RESOLUTION 2013-GIS-AG-R-1316
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 previously provided satisfactory GIS support services ("Services") to the
Village during 2013; and
WHEREAS, the Village and MGP desire to enter into an agreement for the provision of Services
for the period beginning January 1, 2014, and ending December 31, 2014, in an amount not to exceed
$113,892.00 ("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, the Village Manager has recommended that the Village waive competitive bidding and
approve the Agreement 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 GIS support 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 GIS support
services from MGP in a total amount not to exceed $113,892.00,229 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.
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.
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.
[SIGNATURE PAGE FOLLOWS]
Resolution 2013-GIS-AG-R-1316
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners, Inc.
Page 2 of 3
APPROVED THIS 26th day of November, 2013
Gopal G. Lalmalani
Village President
PASSED THIS 26th day of November, 2013
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2013-GIS-AG-R-1316
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners, Inc.
Page 3 of 3
EXHIBIT A