ACTION REQUESTED:
Title
Communication from City Manager and Public Works Director with a Request for the Following:
A. Approve the Selection Process and Direct Staff to Enter into an AGREEMENT with APPLIED PAVEMENT TECHNOLOGY, INC. for $488,742.00 for COLLECTING, PROCESSING, AND CREATING A GIS DATABASE OF THE STREET AND SIGN ASSETS, EVALUATING STREET CONDITIONS AND PREPARING BUDGET SCENARIOS; and
B. Approve the Purchase the ESRI ArcGIS for Server Enterprise Standard License, Upgrades for Three Licenses to ArcGIS for Desktop Standard Concurrent Use, ESRI Developer Network Training, and ARCGIS Server Jumpstart Installation Services from ESRI for $43,850, Using the STATE BIDDING PROCESS.
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BACKGROUND:
On November 25th and 26th, 2013, Public Works Staff advertised on the city's web site and in the Journal Star a Request for Proposals for a qualified firm to collect, process, and create a GIS-based data management system for street assets.
Submittals were accepted on December 19, 2013 at 11:00 A.M. with six teams submitting: Applied Pavement Technology, Inc., Crawford, Murphy & Tilly, Inc. and Mandli; Cloudpoint Geographics, Inc. and Data Transfer Solutions, LLC.; Dewberry Architects, Inc., Hermann and Associates and Infrastructure Management Services; Hanson Professional Services, Inc., Prairie Engineers of Illinois, P.C. and Engineering & Research International, Inc.; Transmap Corporation; Woolpert, Dynatext, DB Engineering, and VS Engineering.
A review committee consisting of Public Works Director Mike Rogers, City Engineer Scott Reeise, Traffic Engineer Nick Stoffer, Civil Engineer Andrea Klopfenstein and GIS Manager Jason Biller reviewed and scored the submittals.
The scoring criteria included:
a. Technical qualifications
b. Quality of work (references)
c. Project Cost
d. Project Details
e. Other
The selection team met to discuss the results and, after deliberation, decided that interviews would be needed in order to evaluate the deliverables and communication skills of the teams. Three teams were interviewed on Friday January 31, 2014, the Applied Pavement Technology Team, the Cloudpoint Team and the Dewberry Team. The selection committee chose the Applied Pavement Technology, Crawford, Murphy & Tilly, Inc. and Mandli team.
Public Works met with the Applied Pavement Technology team on February 19, 2014 to develop the scope and project budget. See attached City of Peoria Street Asset Inventory Final Scope, Fee and Schedule document.
Public Works and Information Systems worked together to identify the hardware and software systems needed to support this project and other GIS projects. The implementation identified will make use of current hardware along with the acquisition of additional storage to implement an Enterprise-Wide GIS strategy that meets the needs of the current Public Works project, and leverage the software for further implementation into other projects that meet city departmental needs.
This software purchase and installation will enable multiple users to make edits to the City's asset inventory simultaneously. Training will allow the GIS Manager to adequately support software after implementation. The purchase also represents an initial investment in enterprise GIS, which will help meet the current needs of Public Works but will help other departments make further use of GIS including: Police with CrimeView, Emergency Communications Center - Computer Aided Dispatching; and Planning and Growth Management - code enforcement/permitting.
FINANCIAL IMPACT: Funds for this item are budgeted in PB1307 (Sign Inventory and Upgrade project) and PB1411 (Street Light Inventory project), and PB1408 (the Pavement Management Program).
NEIGHBORHOOD CONCERNS: Planning and prioritizing street maintenance includes performing the right treatment at the right time on the right street. The planning process will provide a cost effective way to enhance pavement performance, extend pavement life, reduce impacts to traffic and enhance neighborhood safety and appearance.
IMPACT IF APPROVED: Move forward with the collection, processing and creation of a GIS database system for street and sign assets and creation of a street maintenance plan, which will be created based on the right treatment on the right road at the right time. The maintenance plan will also help identify when to perform maintenance the streets to keep them in good condition, which is more cost effective than performing maintenance on streets in poor condition.
The GIS software purchase and installation will enable multiple users to make edits to the City's asset inventory simultaneously. Training will allow the GIS Manager to adequately support software after implementation. The purchase also represents an initial investment in enterprise GIS which will help meet the current needs of Public Works and other departments.
IMPACT IF DENIED: No street asset and sign data base will be created and street maintenance will continue as it has in the past. GIS upgrades will not occur.
ALTERNATIVES: None.
EEO CERTIFICATION NUMBER: Applied Pavement Technology, Inc. has current EEO #03006-141231.
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL'S 2014 - 2029 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City Government, Effective City Organization
2. Attractive Neighborhoods with Character: Safe and Livable
3. Grow Peoria: Businesses, Jobs, and Population
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Invest in our infrastructure and transportation.
2. Have an efficient government.
3. Reinvest in neighborhoods.
DEPARTMENT: Public Works