R-1984 - 01/11/2022 - GIS - Resolutions ITEM 6.E.6
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK BR , K BUTLER GOVERNMENT CENTER
of
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
January 11, 2022
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) - $128,631 (2022 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$128,631 and approve Resolution 2022-IT-GIS-
AG-R-xxxx.
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, 2020. The proposed agreement is for the period
from January 1, 2021 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 (Actual — Eleventh Renewal)
2020: $125,027 (Actual —Twelfth Renewal)
2021: $128,631 (Proposed —Thirteenth 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
$128,631 and approve Resolution 2022-IT-GIS-AG-R-xxxx.
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THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2022-IT-GIS-AG-R-1984
A RESOLUTION
APPROVING AND AUTHORIZING
THE EXECUTION OF A CONTRACT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
MUNICIPAL GIS PARTNERS, INCORPORATED
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
LAURENCE HERMAN
MICHAEL MANZO
JAMES NAGLE
A. SURESH REDDY
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 11th day of January, 2022
RESOLUTION 2022-IT-GIS-AG-R-1984
A RESOLUTION
APPROVING AND AUTHORIZING
THE EXECUTION OF A CONTRACT
BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND
MUNICIPAL GIS PARTNERS, INCORPORATED
WHEREAS, the Village of Oak Brook is a municipal corporation with authority provided for
and granted pursuant to the Illinois Municipal Code to exercise certain powers and perform certain
functions pertaining to its local government and affairs;
WHEREAS, the Village of Oak Brook (hereinafter referred to as "Village") upon approval
of the corporate authorities may enter into a contract with another party pursuant to Illinois Statute;
WHEREAS, Municipal GIS Partners, Incorporated (hereinafter referred to as the
"Consultant") is a designated service provider providing various services in support of its client's
geographic information systems;
WHEREAS, the Village is a member of the Geographic Information System Consortium
(hereinafter referred to as "GISC") and desires to contract with Consultant to provide various
services in support of the Village's geographic information system; and
WHEREAS, the Village of Oak Brook Corporate Authorities are of the opinion that it is in
the best interests of the Village of Oak Brook to enter into a contract with Municipal GIS Partners,
Incorporated for the purposes referenced herein.
NOW, THEREFORE, BE IT RESOLVED by the Village President and Board of Trustees
of the Village of Oak Brook, DuPage and Cook Counties, Illinois as follows:
Section One — Recitals
The Corporate Authorities hereby find that all of the recitals hereinbefore stated as
contained in the preamble to this resolution are full, true and correct and do hereby, by reference,
incorporate and make them part of this resolution as legislative findings.
Section Two — Approval of Contract
The Village hereby approves the Contract substantially in the form attached hereto and
made a part hereof collectively as Exhibit A.
Section Three—Authorization and Direction
The Village President is hereby authorized to execute, and the Village Clerk is hereby
authorized to attest the Contract, substantially in the form of such contract attached hereto as
Exhibit A, with such changes therein as shall be approved by the Village Attorney and the officials
of the Village executing the same, their execution thereof to constitute exclusive evidence of their
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approval to any and all changes or revisions therein from and after the execution and delivery of
such Contract.
Section Four - Other Actions Authorized
The officers, employees and/or agents of the Village shall take all actions necessary or
reasonably required to carry out and give effect to the intent of this resolution and otherwise to
consummate the transactions contemplated herein, and shall take all actions necessary in
conformity therewith including, without limitation, the execution and delivery of all documents
required to be delivered in connection with the transaction contemplated herein.
Section Five - Authorization of Expenditures
The Corporate Authorities hereby authorize and direct the expenditure of all costs related
to the execution of the Contract, additionally, the Village is authorized and directed to allocate and
spend all necessary funds to fulfill the requirements of the Contract and of this Resolution.
Section Six —Waiver of Bidding Process
To the extent that any requirement of bidding would be applicable to the transactions
contemplated hereunder, the same is hereby waived.
Section Seven - Acts of Village Officials
That all past, present and future acts and doings of the officials of the Village that are in
conformity with the purpose and intent of this resolution are hereby, in all respects, ratified,
approved, authorized and confirmed.
Section Eight— Effective Date
This resolution shall be in full force and effect from and after its passage, approval and
publication as provided by law.
Section Nine - Publication
This resolution shall be published in book or pamphlet form as provided by the Illinois
Municipal Code.
Section Ten— Conflict Clause
All resolutions, parts of resolutions or board actions in conflict herewith are hereby repealed
to the extent of such conflict.
Section Eleven — Saving Clause
If any section, paragraph, clause or provision of this resolution is declared by a court of
law to be invalid or unconstitutional, the invalidity or unconstitutionality thereof shall not affect the
validity of any other provisions of this resolution, which are hereby declared to be separable.
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Section Twelve— Recording
This resolution shall be entered into the minutes and upon the journals of the Board of
Trustees of the Village of Oak Brook.
APPROVED THIS 11th day of January, 2022.
Gopal G. Lalmalani
Village President
PASSED THIS 11th day of January, 2022.
Ayes: Trustees Herman, Manzo, Reddy, Tiesenga, Yusuf
Nays: None
Absent: Trustee Nagle
ATTEST: /-13F 0-',
1' Charlotte K. Pruss
Village Clerk
CF
'CO UNT't
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Exhibit A
Contract
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