R-1844 - 01/14/2020 - GIS - Resolutions ITEM 6.C.1
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK BR K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 14, 2020
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) - $125,521 (2020 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$125,521 and approve Resolution 2020-IT-GIS-
AG-R-1844.
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.
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. 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 will help 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
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Village's website. Once on the website, Village residents and businesses will have access to
system and data GIS 24 hours a day.
In the upcoming year our GIS staff will continue to work 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. Within 24 hours of entry into the Village's GIS
system the data becomes available to view on Map Office, which is then available to Village
staff and authorized contractors. Additionally, the information is immediately available for
reference and analysis.
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 eleventh year of the agreement with Municipal GIS Partners, Inc. (MGP). The
current agreement expired on December 31, 2019. The proposed agreement is for the period
from January 1, 2020 to December 31, 2020.
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 (Proposed — Eleventh 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
$125,521 and approve Resolution 2020-IT-GIS-AG-R-1844.
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THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2020-IT-GIS-AG-R-1 844
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 STAFFING SERVICES
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAWED
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 14th day of January 14, 2020
RESOLUTION 2020-IT-GIS-AG-R-1844
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 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's ended at the end of 2019;
and
WHEREAS, the Village desires to amend the Agreement to extend its term to the end of 2020
pursuant to a supplemental statement of work, which is attached hereto as Exhibit ("SOW'S; 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 $125,521.00 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 2020-IT-GIS-AG-R-1844
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners,Inc.
Page 2 of 3
APPROVED THIS 141h day of January, 2020
Gopal . Lafmalani
Village President
PASSED THIS 14th day of January, 2020
Ayes: Trustees Baar, Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: None
Absent: None
.� ATT
F —
'� Charlotte K. Pruss
Village Clerk
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Resolution 2020-IT-GIS-AG-R-1844
Approving the Waiver of Competitive Bidding
and Authorizing an Agreement with
Municipal GIS Partners,Inc.
Page 3 of 3
EXHIBIT A