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Home My WebLink AboutItem 8.1 GIS ConsultingValueCADFile# 600-30 CITY CLERK AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 21, 2003 SUBJECT: Request to Waive Competitive Bid Process and Establish Contract Services for Geographic Information System (GIS) Consulting Services from ValueCAD Report Prepared by: Joni Pattillo, Assistant City Manager ATTACHMENTS: 1) Resolution Waiving Competitive Bid Process · 2) Request for Qualifications 3) Proposed Scope of Services RECOMMENDATION: Adopt Resolution authorizing the Waiving of the Competitive Bid Process and establish contract services for GIS Consulting Services from ValueCAD and authorize the City Manager to execute an <~ ~ agreement with ValueCAD. FINANCIAL STATEMENT: Project number 93192 in the Capital Improvement Program for fiscal year 2002-2003 includes adequate budgeted funds for GIS services. The proposed contract is for time and materials services with a not-to-exceed budget of $20,000 and with the expiration date of June 30, 2003. DESCRIPTION: The City of Dublin has been actively engaged, this past year, in the development a GIS program that will serve the City of Dublin. As a collaborative effort, the Dublin San Ramon Special District (DSRSD) has shared GIS data in turn has allowed the City to advance its GIS Program to the next level in a shorter time frame. DSRSD and City of Dublin staffs have been in discussions in the hopes of developing a Memorandum of Understanding on GIS data development and maintenance between the two agencies. As key element to further implement the City's GIS program, a Request for Qualifications (RFQ) was released for a consulting company skilled at building an intranet-based Geographic Information System using Autodesk's MapGuide software. Request for Waiver of Competitive Bid: In most cases, the City's Purchasing Ordinance requires that major purchases be subject to the competitive bid process. The Dublin Municipal Code 2.36.050 (a)(6), which provides the following exception from the competitive bid process: COPIES TO: ValueCAD DSRSD - Dave Requa G:~Agreements\ValueCad\agst ValueCAD agmt- rev 3.doc / ~ ~ -~ "When a purchase involves goods of a technical nature, where it would be difficult for a vendor to bid on a standard set of specifications, the Purchasing Agent shall undertake a thorough review of known products and a comparison of features which would most closely meet the City's needs at the least cost." Based on the technical nature of the GIS program a Request for Qualifications (RFQ's) was issued to potential vendors. The City issued thirty-seven (37) RFQ's, and thirteen (13) firms vendors responded. City Staff reviewed the qualifications and performed reference checks on the top three vendors based on MapGuide experience and overall price. Firms without any reported MapGuide experience were not considered. ....... ~ :~ ~:: , : : ~' , ~ ValueCAD Berkeley $42.50 $110.00 Y California CAD Solutions Modesto $52.28 $162.05 Y Lynx/Land Systems/Farallon Capitola/Monterey $55.00 $150.00 Y Vado, Inc. San Ramon $70.00 $95.00 Y Linnet Canada $70.00 $100.00 Y Carter & Burgess Oakland $80.00 $156.00 Y Websoft Developers Davis $95.00 $125.00 Y ID8 Media Roseville/Berkeley $125.00 $175.00 Y I.L.S. Maryland $20.00 $65.00 N Wetlands Research Assoc, Inc San Rafael $69.00 $69.00 N C.F. Archibald Redwood City $80.00 $80.00 N Geomatrix Consultants, Inc. Oakland $85.00 $135.00 N Olivia Chen Consultants, Inc. S.F. $90.00 $100.00 N ValueCAD was the least expensive bidder, meeting the technical requirements and demonstrating current and previous government experience for the proposed work. City Staff completed a thorough reference check on ValueCAD and the result was positive, with each reference stating they would recommend ValueCAD. City Staff desires to create and deploy a pilot fully implemented web-based GIS for City staff use by the end of March 2003 and with the assistant of ValueCAD, it appears to be an attainable goal. Staff recommends an hourly agreement, with a not-to-exceed $20,000 budget, through the end of June 2003, to fully implement the pilot and resolve technical issues after the initial pilot launch. Pending success of the pilot, the City may desire to enter into another agreement with ValueCAD for additional GIS work in the future. Recommendation: Adopt resolution authorizing the waiving of the Competitive Bid Process and establish contract services for GIS consulting services from ValueCAD and authorize the City Manager to execute an agreement with ValueCAD. -2- ¢~ RESOLUTION NO. - O1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ADOPT RESOLUTION AUTHORIZING THE WAIVING OF THE COMPETITIVE BID PROCESS AND ESTABLISH CONTRACT SERVICES FOR GIS CONSULTING SERVICES FROM VALUECAD AND AUTHORIZE THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH VALUECAD WHEREAS, the City desires to implement Autodesk's MapGuide software for use in developing the City's Geographical Information System (GIS) for interactive access to City maps and geo-spatial data; and WHEREAS, the implementation of a Geographic Information System is a highly technical project using complex multi-vendor software packages and custom programming languages; and WHEREAS, §2.36.050(a)(6) of the Dublin Municipal Code provides that the competitive bid process shall not apply when the City Council specifically waives the competition bid process when a purchase involves goods of a technical nature; and WHEREAS, the City Council authorizes Staff to proceed with selecting ValueCAD as the chosen vendor for GIS consulting services for the creation of a MapGuide based Geographic Information System; and WHEREAS, the cost of the consulting services shall be funded through the City's 2002-2003 Capital Improvement Program Geographic Information Systems budget (Project #93192); NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does specifically waive the competitive bid process pursuant to Dublin Municipal Code §2.36.050(a)(6) and hereby authorizes the City Manager to execute an agreement with ValueCAD for GIS Consulting Services for a not-to-exceed budget of $20,000 and with the expiration date of June 30, 2003. PASSED, APPROVED AND ADOPTED this 21 st day of January 2003. AYES: NOES: ABSENT: ABSTA1N: Mayor ATTEST: City Clerk ¥- G:~Agreements\ValueCad~reso ValueCAD a~t.doc Dublin Information Systems Division MEMORANDUM DATE: November 7, 2002 TO: GIS Firms and Consultants FROM: Steve Pappa, Information Systems Manager SU BJ ECT: GIS Qualifications TO WHOM IT MAY CONCERN: The City of Dublin seeks the qualifications of interested firms and individuals in the area of GIS consulting services. The City will use information submitted on the attached form to evaluate qualifications and develop a short-list of firms and/or consultants to be interviewed. Please submit the attached form to the City of Dublin no later than November 18, 2002. Submit to: City of Dublin 100 Civic Plaza Dublin, CA 94568 Attn: Steve Pappa, Information Systems Manager steve.pappa@ci.dublin.ca.us FAX: (925) 833-8741 The form may be submitted electronically, by FAX, regular mail, or courier. Information from the form will be used as a basis for evaluation and any additional information submitted may not be considered. Thank you. Sincerely, Steve Pappa Information Systems Manager City of Dublin GIS QUALIFICATIONS Firm: ValueCAD CONTACT INFORMATION Name: Anil Ranadive Address: 5 Eton Court City, State, Zip: Berkeley, CA, 94705 Telephone: (510) 654-3263 FAX: (510) 654-4508 e-mail: anilr2~ix, netcom, com PERSONNEL Name Title Hourly Rate Years Experience 1) Anil Ranadive Director of Marketing $110 11 2) Bijoy Nair* GIS Specialist/Proj Mgr. $75 6 3) Various GIS/CAD Associates $42.50 Various *Additional Personnel exist in category 2 besides Bijoy Nair. REFERENCES Firm Contact Telephone number 1 ) City an d County of San Francisco Greg Braswell (415) 43 7- 7039 Public Works 2) City of Milpitas Alan Rich (408) 586-2713 Information Technology/GIS 3) City of Napa Gil Harrington (707)257-9520 X 7714 Public Works Other references in California include Sacramento County, City of Hayward ... Expertise with Autodesk MapGuide 6.0 (Yes/No) ? Yes If Yes then list references below: Firm Contact Telephone number 1) City and County of San Francisco Greg Braswell (415) 437-7039 Public Works 2) 3) EXHIBIT A SCOPE OF SERVICES AND SCHEDULE ValueCAD will work with the City of Dublin's GIS Coordinator to develop a web-based interactive GIS using ESRI Shapefiles and Autodesk's MapGuide server. ValueCAD shall provide Geographical Information System (GIS) MapGuide development and consulting services to the City of Dublin which include, but shall not be limited to, the following: 1. Data integration: ValueCAD will work with the City's GIS Coordinator to consolidate 18 existing City GIS data layers (listed in the City of Dublin's Adopted Priority Layer Development table) into a usable starting City GIS MapGuide service. 2. Intranet GIS application definition: ValueCAD will prepare a specification for desired functionality and features to be included in the first phase of the City's web- based GIS system. The features will focus on a combination of desired informational outputs and functionality from City staff with using the existing data and mapping available. ValueCAD will prioritize the desired functionality list within the estimated budget. 3. Intranet GIS application development: ValueCAD will create and deploy a pilot fully implemented web-based GIS for City staff use. The typical pilot includes: parcel look up by address, APN, owner name, reports on property ownership, property characteristics, notification-creation of mailing labels automatically, water/sewer system basic ID, display of land use characteristics. This will also include the programming of queries, map thresholding, report generation, etc, will be part of the City web-based GIS. ValueCAD will follow the specification and specific functionality derived and approved by City staff from the previous task. 4. Training: ValueCAD will prepare and conduct a one-day training session for 5 people on the methods maintaining the City specific GIS system. ValueCAD will demonstrate the functionality, use and specific features of the web-based GIS. At this time, any questions from the users will be answered as well as procedures for reporting problems or changes in the system and maintenance procedures.