R-1919 - 01/12/2021 - GIS - Resolutions ITEM 6.13.3
BOARD OF TRUSTEES MEETING
V11AGF OF SAMUEL E. DEAN BOARD ROOM
OAK B Rqy K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 12, 2021
SUBJECT: Geographic Information System Consortium (GISC) Service Provider Contract
Renewal
FROM: Jim Fox, Information Technology Director
BUDGET SOURCE/BUDGET IMPACT:
GIS: Program 152-76950 (Infrastructure Fund) - $125,027 (2021 Budget)
RECOMMENDED MOTION: I move that the Village Board waive competitive bidding and
approve an agreement with the GIS Service Provider currently held by Municipal GIS Partners,
Inc. (MGP) in the amount of$125,027 and approve Resolution 2021-IT-GIS-AG-R-1919.
Background/History:
In January 2009, the Village Board approved joining the Geographic Information System
Consortium (GISC). At the time, the Village of Oak Brook was the sixteenth community to join
the consortium, today there are a total of thirty-eight member communities.
The Village's Geographic Information System (GIS) 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. The program is used
routinely for reference, analysis, and communication with Village Residents and staff. In addition,
the system is now being used by the business community and other government entities. By
providing easily accessible information, GIS continues to help Village staff meet both existing and
expanded service levels, reducing the need to hire additional staff.
This program is responsible for developing an electronic map-based system that creates direct
linkages to parcel-based information stored by all Village departments. The goal of this program
is to develop a GIS that provides a convenient way for Village staff to access information
quickly, and to provide access to appropriate documents by the general public through the
BOT AGENDA P aL
Village's website.Once on the website,Village residents and businesses will have access to the
GIS system and data 24 hours a day.
In 2021,the GIS program plans to coordinate with Public Works and Development Services to
implement a utility update workflow that ensures new utilities are integrated into GIS in a timely
manner and that staff involved in the process are clear on their roles and responsibilities.This is
a crucial step ahead of the new developments and capital improvement projects planned for the
coming years,as it will ensure staff will have access to complete and accurate GIS information
for utility replacement planning and decision-making.Additionally,it will be critical in 2021 for
GIS to capture the institutional knowledge of Village employees who are expected to retire soon.
Access to this GIS information is through myGIS,which is the GIS Consortium's new platform
for bringing GIS data into the hands of Village staff.myGIS will ultimately take the place of
MapOffice and includes improved tools and functionality that empower staff to make the most of
the information available through GIS.
Overall,GIS in Oak Brook helps make Village operations more efficient by helping everyone
take less time to find information,respond to resident requests,prepare reports,and do
property-related analyses.
This will be the thirteenth year of GIS staffing services provided by Municipal GIS Partners,Inc.
(MGP). The current agreement with MGP expired on December 31, 2020. The proposed
agreement is for the period from January 1,2021 to December 31,2021.
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(Actual—Sixth Renewal)
2016: $117,032(Actual—Seventh Renewal)
2017: $120,623(Actual—Eight Renewal)
2018: $123,712(Actual—Ninth Renewal)
2019: $122,149(Actual—Tenth Renewal)
2020: $125,521 (Actual—Eleventh Renewal)
2021: $125,027(Proposed—Twelfth Renewal)
Recommendation:
That the Village Board waive competitive bidding and approve an agreement with the GIS
Service Provider currently held by Municipal GIS Partners,Inc.(MGP)in the amount of
$125,027 and approve Resolution 2021-IT-GIS-AG-R-1919.
BOT AGENDA Page 2
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2021-IT-GIS-AG-R-1 919
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE
BIDDING AND AUTHORIZING THE APPROVAL OF AN
AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK
BROOK AND MUNICIPAL GIS PARTNERS, INC. TO PROVIDE
GIS STAFFING SERVICES
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAIYED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 12th day of January 2021
RESOLUTION 2021-IT-GIS-AG-R-1919
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE
APPROVAL OF AN AGREEMENT BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
MUNICIPAL GIS PARTNERS,INC.TO PROVIDE GIS STAFFING SERVICES
WHEREAS, the Village is a member of the GIS Consortium ("Consortium"), which is an
organization comprised of municipalities in northeastern Illinois to share the costs 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("Services");and
WHEREAS,MGP has previously provided satisfactory services to the Village during the past few
years;and
WHEREAS,the term of the Village's current agreement("Agreement'l ended at the end of 2020;
and
WHEREAS,the Village desires to enter an agreement that continues to utilize the Services related
to the Program throughout 2021 pursuant to a supplemental statement of work,which is attached hereto
as Exhibit ("SOW'j;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
SOW 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 SOW 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 Services from
MGP in a total amount not to exceed$125,027.00 shall be,and is hereby,approved.
Section 4: Approval of the SOW. The President and Board of Trustees hereby approve the
SOW with 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 the SOW. The Village Manager and Village Clerk shall be, and
hereby are,authorized to execute the SOW between the Village after receipt of the final SOW 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.
Resolution 2021-IT-GIS-AG-R-1919
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners,Inc.
Page 2 of 3
APPROVED THIS 121h day of January,2021
ti—
Gopal G.Laltnalani
Village President
PASSED THIS 12'h day of January,2021
Ayes: Trustees Bear,Cuevas,Manzo,Saiyed,Tiesenga,Yusuf
Nays: None
Absent: None
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` Charlotte K.Pruss
Village Clerk
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Resolution 2021-IT-GIS-AG-R-1919
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners,Inc.
Page 3 of 3
EXHIBIT A
GIS Program Accomplishments of 2020 and Planned Items for 2021
This year,the Village's GIS program—which is staffed by Municipal GIS Partners,Inc.—completed several projects
in collaboration with community staff.MGP aims to always be focused on projects that are most important to the
strategic goals of the community.Below are some examples of completed projects as well as upcoming projects for
2020.
Accomplished in 2020
Department Project Name Description
Public Works Maintenance Activity Tracking Provided maps and products to facilitated efficient
and accurate performance of Village utility
maintenance activities,including hydrant flow
testing,hydrant painting,and valve exercising.
Public Works/Finance Utility Project Support Continued major utility project support including
the storm system review,as-built entry,the GASB
process,the water system ownership transfer
project,and capital improvements.
Police/Fire Partnership with Dispatch Developed improved workflows for providing
updated data to DuPage County ETSB and
conducted address review to ensure all valid
Village addresses are in the CAD system.
Planned for 2021
Department Project Name Description
Public Works Utility Update Workflow Work with Public Works to improve workflow for
Improvements receiving private and public as-builts,and
empowering Public Works staff to assist in edits
using Asset Management.
All Departments Capture Institutional Knowledge Leverage GIS resources to gather,record,and
maintain accurate datasets in a standardized and
comprehensive manner,minimizing the risk of
losing valuable information when staff members
retire or move on to new opportunities.
All Departments Address Verification Continue review and reconciliation of all main
Village address lists against GIS data to improve
address data quality.This provides opportunities
for better coordination and communication
between departments and databases and reduces
waste due to errors.
■
MEmgp inc
GIS Consortium 2020 Accomplishments and Planned Items for 2021
As a member,your community benefits from the accomplishments achieved through this model which shares
staffing,software,hardware as well as department specific projects. Below is a list of the most significant
accomplishments this year and the planned initiatives for 2021.
Accomplished in 2020
Project Name Description
COVID-19 Response Members navigated the COVID 19 Pandemic by transitioning
to remote work,increased reporting structures,and published
shared COVID-19 projects for communities. Worth noting the
service provider extended 20%discounts while maintaining
service levels and program objectives.
Membership Growth Onboarded the following communities into the GIS
Consortium:Brookfield,Roselle,and as of this publication La
Grange Park is onboarding.
MGP Emergency Customer Support Center Established a centralized emergency response model to
support clients with GIS Services if they activate their
Emergency Operations Center.
myGIS Product Rollout Completed product rollout to all members in June and as of
this publication utilization has exceeded 50%of its
predecessor product MapOffice.
Local Government Data Model Committee Formed the committee and authored a charter to create
clarity on their purpose.Supported MGP to improve the
pavement model which was included with the August data
model update. The service provider has implemented 3 data
model updates this year.
GISC/Metropolitan Water Reclamation Signed Agreement for"Access to Geographic Information
District(MWRD)Collaboration System Data"with MWRD enabling dynamic,bidirectional
sharing of data between members and the MWRD.
NG9-1-1 Compliance Completed all requirements to be compliant with the State of
Illinois mandate for all members.
Esri Collaboration Begun to establish a better relationship with Esri which will
enhance our ability to evaluate new shared solutions.
County Collaborations Established deeper relationships with the counties where our
members reside allowing the delivery of more relevant
datasets.
Planned for 2021
Project Name Description
COVID-19 Response Continued partnership between members and the service
provider to support service delivery with the ongoing
pandemic.
myGIS Adoption Reinforce adoption of myGIS so that the board can reallocate
the resources currently dedicated to MapOffice.
Communication and Collaboration Continue to establish and/or deepen relationships with the
organizations that will benefit our members most(e.g.
Counties,Consolidated Dispatch Centers).
GIS Consortium Member Communities
1/7/2021
MEMBER NAME COUNTY MEMBER SINCE POPULATION AREA(SQ.MILES)
City of Highland Park Lake 2000 31,614 12.2
Village of Glencoe Cook 2000 8,762 3.79
City of Park Ridge Cook 2000 37,775 7.12
Village of Lincolnshire Lake 2000 7,039 4.6
City of Des Plaines Cook 2002 57,062 14.38
Village of Deerfield Cook/Lake 2002 18,420 5.56
Village of Morton Grove Cook 2003 22,451 5.09
Village of Winnetka Cook 2003 12,187 3.88
Village of Skokie Cook 2005 66,620 10.06
Village of Lincolnwood Cook 2005 12,590 2.69
Village of Glenview Cook 2006 45,292 14.01
Village of Norridge Cook 2007 14,582 1.81
Village of Wheeling Cook/Lake 2008 38,555 8.74
Elk Grove Village Cook/DuPage 2008 34,727 11.39
Village of Riverside Cook 2008 8,507 2
Village of Oak Brook Cook/DuPage 2008 8,702 8.3
City of Lake Forest Lake 2010 20,990 17.26
Village of Tinley Park Cook/Will 2011 58,322 16.16
Village of Mundelein Lake 2012 33,235 9.99
Village of Woodridge Cook/DuPage/Will 2013 30,934 9.82
Village of Buffalo Grove Cook/Lake 2013 42,909 9.5
Village of Northbrook Cook 2013 33,170 13.14
Village of Glen Ellyn DuPage 2013 26,999 6.96
Village of La Grange Cook 2014 15,608 2.53
Village of Schiller Park Cook 2014 11,793 2.79
Village of Oak Park Cook 2014 52,524 4.7
City of Rolling Meadows Cook 2014 24,099 5.45
Village of Carol Stream DuPage 2015 39,711 9.42
Village of Bensenville DuPage 2015 18,353 5.17
Village of River Forest Cook 2015 11,635 2.47
Village of Wilmette Cook 2016 27,363 5.41
Village of Hanover Park Cook/DuPage 2017 38,510 6.43
Village of Arlington Heights Cook 2017 75,525 16.63
Village of Streamwood Cook 2018 39,978 7.82
Village of Libertyville Lake 2019 20,512 9.1
Village of Brookfield Cook 2020 19,085 3.07
Village of Roselle Cook 2020 22,814 5.5
Village of La Grange Park Cook 2020 13,178 2.23
1,102,132 287.17