ACTION REQUESTED:
Title
Communication from the City Manager and Director of Public Works with a Request to APPROVE a PROFESSIONAL SERVICES AGREEMENT with CLOUDPOINT GEOSPATIAL, INC., in the Amount of $78,700.00 for 2023, $130,400.00 for 2024, and $13,200.00 for 2025.
Body
BACKGROUND: Public Works consists of three divisions that work together to plan, construct, and maintain the city's infrastructure, including roadways, sidewalks, curbs/gutters, storm sewers, combined sewers, facilities, traffic signals, street lighting, signs, roadway markings, urban forest, and fleet.
The Operations Division maintains more than 500 miles of streets and alleys, and the long list of specific infrastructure types noted above. In addition, the Engineering Division oversees planning, design, construction oversight, traffic engineering, and right-of-way permitting, protecting the interests of the taxpayers and users throughout the life cycle of infrastructure assets.
These assets are currently managed and maintained within the Department in disparate software systems and platforms, with the City and County’s Geographical Information System (GIS) as the authoritative source of the location data germane to Department needs. Other authoritative information about the asset itself, such as condition, inspection records, material, or size, is not in a centralized location. The department’s needs are two-fold: day-to-day training and assistance for Public Works staff along with procurement and implementation of a dynamic Asset Management System (AMS).
Cloudpoint will provide Managed GIS Services and AMS Consultation to the department with a 2-year contract with an option to extend for 1 year at a fixed price. This includes reviewing the existing department GIS requirements related to infrastructure assets holistically, providing training and assistance to the department staff, and assisting with the procurement and implementation of an AMS. The main objectives for the proposed services are outlined below:
Assess Public Works GIS data layers and workflows
• Document current usage
• Review integration with existing software
Provide recommendations for immediate improvements
• GIS data layer maintenance
• GIS workflows and internal GIS applications
• Assistance in the implementation of recommended improvements
Asset Management System Procurement
• Develop Requirements document
• Develop a Request for Proposal document
Asset Management System Implementation
• Serve as Project Manager during the implementation
• Guide the development of training requirements
On-going support to City and Public Works staff
• Provide assistance to GIS users
• Provide training on Esri Applications
FINANCIAL IMPACT: Funding for the Professional Services will be $78,700 for 2023 starting in April, $130,400 for 2024, and $13,200 for 2025 with no extension ending in March.
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED: The City will see improvements to Infrastructure related GIS data and workflows, along with more accurate condition and budgeting information pertaining to City owned assets located on one central platform.
IMPACT IF DENIED: The City will continue without an Asset Management System or seek alternative providers.
ALTERNATIVES: Alternative vendors would be solicited.
EEO CERTIFICATION NUMBER: 03195-161231
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City
2. Grow Peoria
3. Safe Peoria
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Have an efficient government.
2. Invest in our infrastructure and transportation.
3. Support sustainability.
DEPARTMENT: Public Works