R-1689 - 01/09/2018 - GIS - Resolutions Supporting Documents ITEM #6.E.5)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAKB R9K . BUTLER GOVERNMENT CENTER 2
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 9, 2018
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)- $122,880.50 (2018 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$122,880.50 and approve Resolution 2018-IT-
GIS-AG-R-1689.
Background/History:
In January 2009 the Village entered the Geographic Information System Consortium (GISC).
Since that time numerous projects have been completed in the areas of Public Safety, Planning,
Engineering, Administration and Infrastructure.
Our Geographic Information System (GIS) 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 is helping staff meet both existing and expanded service levels, reducing the need to hire
additional staff.
In the upcoming year, our GIS staff will continue to increase confidence in the availability and
accuracy of infrastructure data. By working with Public Works staff to develop a workflow that
streamlines the process to document and update storm sewer utility data utilizing the Village's
vast collection of As-Built drawings, Public Works staff has been reviewing these documents
and selecting those which are the most recent and accurate, for GIS staff to integrate into the
Villages utility databases. In addition, GIS staff will be completing updates to planimetric data
IM
BOT AGENDA Page 1
utilizing the aerial imagery captured in 2017 along with site plans provided by the Development
Services Department. We will also be expanding the Integration of Community Portal on the
Village Website and the Village's Mobile App.
GIS in the Village improves operations by allowing Village residents and staff to quickly find
information, respond to resident requests, prepare reports, and complete property-related
analyses. The system is also a valuable planning tool for the Village management team.
This will be the ninth year of the agreement with Municipal GIS Partners, Inc. (MGP). The current
agreement expired on December 31, 2017. The proposed agreement is for the period from
January 1, 2018 to December 31, 2018.
Project Cost Summary:
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: $ 122,880 (Proposed — Ninth Renewal)
2019: $ 125,179 (Projected —Tenth 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
$122,880.50 and approve Resolution 2018-IT-GIS-AG-R-1689.
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RESOLUTION 2018-IT-GIS-AG-R-1689
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 2017;
and
WHEREAS, the Village desires to amend the Agreement to extend its term to the end of 2018
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 Biddinq 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 $122,880.50 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 2018-IT-GIS-AG-R-1689
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners,Inc.
Page 2 of 3
APPROVED THIS gth day of January, 2018
Gopal G. Lalmalani
Village President
PASSED THIS gth day of January, 2018
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2018-IT-GIS-AG-R-1689
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners,Inc.
Page 3 of 3
EXHIBIT A
i
ter, REVIEW OF CONTRACTS
Awarding Agency: Type of Contract:
Village of Oak Brook Professional Services
Department: Program/Account Number:
Administration 152-76950
Awarded Contract Price: Budgeted Amount:
$122,880.50 $122,8W.W
u - F w
N CST A1iCtlhlT x 6
Under $20,000 $500,001 - $1,000,000
$20,000 - $500,000 Over$1,000,000
4
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Geographic Information System (GIS)--Consortium Service Provider 2018 Staffing for the
period from January 1, 2018 to December 31, 2018
DEPJ�I TNIE 'il'sDl�tiB&OwSIGNA`TURE...
Name: Date:
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Name: Date:
Date:
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Name: Date:
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(� Three (3) Originals signed by other party Date/Initials
[� Original provided to staff member for other party Date/Initials
Original provided to Official Files Date/Initials
Village of Oak Brook I Approved by Board of Trustees- Date/lnftials: