R-1525 - 01/12/2016 - GIS - Resolutions Supporting Documents ITEM 10.13.8)
PGA 0 F OAk�9
�. O
O
V V a
y S i s
v
GF COUN114
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 12, 2016
SUBJECT: Geographic Information System (GIS) Consortium Service Provider Contract
Renewal
FROM: Jim Fox, Information Technology Director
BUDGET SOURCEIBUDGET IMPACT:
GIS: Program 152 (infrastructure Fund) - $117,032 (2016 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) in the amount of$117,032 and approve Resolution 2016-IT-GIS-
AG-R-1525.
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
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 expired on December 31, 2015. The proposed agreement is for the period
from January 1, 2016 to December 31, 2016.
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 (Proposed — Seventh Renewal)
2017: $120,623 (Estimated — Eight Renewal)
Recommendation:
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) in the amount of
$117,032 and approve Resolution 2016-IT-GIS-AG-R-1525.
RESOLUTION 2016-IT-GIS-AG-R-1525
A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE
EXTENSION 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"), 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
2015; and
WHEREAS, the Village desires to amend the Agreement to extend its term to the end of 2016
pursuant to a supplemental statement of work, which is attached hereto as Exhibit ("SOW'I; 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 $117,031.40 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 2016-IT-GIS-AG-R-1525
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners, Inc.
Page 2 of 3
APPROVED THIS 12th day of January, 2016
Gopal G. Lalmalani
Village President
PASSED THIS 12th day of January, 2016
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2016-IT-GIS-AG-R-1525
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners, Inc.
Page 3 of 3
EXHIBIT A
Supplemental Statement of Work
Pursuant to and in accordance with Section 1.2 of that certain GIS Consortium Service
Provider Contract dated January 1, 2015 (the "Contract") between the Village of Oak Brook, an
Illinois municipal corporation (the "Municipality") and Municipal GIS Partners, Incorporated
(the "Consultant"), the parties hereby agree to the following SUPPLEMENTAL STATEMENT
OF WORK, effective January 1, 2016 ("SOW'):
1. Description of Additional Services:
No additional services beyond such Services described in any previously approved SOWs
to the Contract are added by this SOW.
2. Proiect Schedule/Term:
Pursuant to Section 5.2 of the Contract, this SOW shall extend the Initial Term for an
additional one (1) year period. For the avoidance of doubt, this Renewal Term shall
commence on January 1, 2016 and remain in effect for one (1) year.
3. Projected Utilization:
As set forth in Section 4.1(c) of the Contract, the project utilization shall adjust each
calendar year in accordance with the annual rates approved by the Board of Directors of
GISC. The projected utilization for the calendar year beginning January 1, 2016 and
ending December 31, 2016 is set forth in this SOW as follows:
A. X hours of GIS Specialist
B. 986 hours of GIS/RAS Specialist
C. 99 hours of GIS Coordinator
D. 99 hours of GIS Analyst
E. 56 hours of GIS Platform Administrator
F. 56 hours of GIS Application Developer
G. 56 hours of GIS Manager
4. Service Rates:
As set forth in Section 4.1(c) of the Contract, the service rates shall adjust each calendar
year in accordance with the annual rates approved by the Board of Directors of GISC.
The service rates for the calendar year beginning January 1, 2016 and ending December
31, 2016 is set forth in this SOW as follows:
A. $ 75.50 per hour for GIS Specialist
CHICAGO/#2773452.1
B. $ 79.00 per hour for GIS/RAS Specialist
C. $ 96.10 per hour for GIS Coordinator
D. $ 96.10 per hour for GIS Analyst
E. $ 119.70 per hour for GIS Platform Administrator
F. $ 119.70 per hour for GIS Application Developer
G. $ 119.70 per hour for GIS Manager
Total Not-to-Exceed Amount for Services (Numbers): $117,031.40.
Total Not-to-Exceed Amount for Services (Figures): one hundred seventeen thousand thirty-one
dollars and forty cents.
In the event of any conflict or inconsistency between the terms of this SOW and the
Contract or any previously approved SOW, the terms of this SOW shall govern and control with
respect to the term, projected utilization rates, service rates and scope of services. All other
conflicts or inconsistencies between the terms of the Contract and this SOW shall be governed
and controlled by the Contract. Any capitalized terms used herein but not defined herein shall
have the meanings prescribed to such capitalized term in the Contract.
SIGNATURE PAGE FOLLOWS
CHICAGO/#2773452.1
Signature Page to Supplemental Statement of Work
IN WITNESS WHEREOF, the undersigned have placed their hands and seals hereto as
of , 2015.
ATTEST: VILLAGE OF OAK BROOK
By: By:
Name: Name:
Its: Its:
ATTEST: CONSULTANT:
MUNICIPAL GIS PARTNERS,
INCORPORATED
OZ
t�` C�t'1�'tl�..' By:
,k��r �
B .
Y
Name: Donna Tho y Name: Thomas Thomey
Its: Office Administrator Its: President
CHICAGO/#2773452.1
„sir I
5 i
REVIEW OF CONTRACTS
Awarding Agency: e of Contract:
V
Department: Program/Account Number:
Awarded Contract Price: 13 dgeted Amount:
1
CONTRACT AMOUNT
❑ Under$20,000 ❑ $500,001 - $1,000,000
$20,000 - $500,000
CJ over$1,000,000
i
NOTES
j
a
f o 1 (0 L ` �'a��l t r 1 -k f% ► .�I i j
i
i
DEPARTME T DIRECTOR SIGNATURE
Name.' Date:
i
INITIAL R IEWING ATTORNEY SIGNATURE
Name: Date:
APPROI I YAG PRESID ENT/VILLAGE MANAGER
-Z Name: Date: f.--�FINAL. REV ORM ATTORNEY SIGNATURE
Nam pate:
Three (3) Originals signed by other party pate/Initials
Original provided to staff member for other party Date/Initials
Original provided to Official Files Date/Initials
r � Village of Oak Brook I Approved by Board of Trustees- Date/Initials: i
i
r
I