Title
Recommendation to Amend the Contract with Engineering Mapping Solutions, Inc. to Increase the Contract Amount by $30,000, Including Contingency, for Continued Geographic Information System Support Services for a Total Contract Amount of $179,025. (Public Works 310)
Body
To: Honorable Mayor and Members of the City Council
From: Jill Keimach, City Manager
Re: Recommendation to Amend the Contract with Engineering Mapping Solutions, Inc. to Increase the Contract Amount by $30,000, Including Contingency, for Continued Geographic Information System Support Services for a Total Contract Amount of $179,025.
BACKGROUND
Public Works uses a computerized maintenance management system, Lucity, to manage the inventory of the assets Public Works maintains; to document and retain vital condition data on those assets; and to schedule, track, and record ongoing maintenance for those assets. Lucity integrates with a geographic information system (GIS), so the assets and work history can be shown on a dynamic map viewable from a computer or tablet in the field. A GIS-enabled maintenance management system improves efficiency and productivity, reduces cost, and enables more informed decision-making.
After review of GIS viewer technologies, the City determined that the Engineering Mapping Solutions, Inc. (EMS) Webmap viewer was the most cost effective and suitable solution for Public Works, given it’s robust functionality, compatibility with Lucity, options for customization, and simple user interface.
On July 1, 2015, the City entered into an agreement in the amount of $17,000 with EMS to prepare City and County data (parcels, streets, addresses) for the new GIS viewer and to update and publish sewer and storm utility field maps. On September 29, 2015, the City entered into a First Amendment to Agreement in the amount of $8,000 and on January 19, 2016, the City entered into a Second Amendment to Agreement in the amount of $49,500 with EMS to add additional scope and budget to migrate sewer, storm, building facilities, and transportation assets to Lucity. This allows a Lucity user to view assets and work history in a map view and the ability to turn on and off other useful layers in the map (building footprints, contour lines, shoreline, outside utility data, etc.). The Second Amendment also began work to digitize City utility easements so they can be used in the viewer. On September 6, 2016, the City entered into a Third Amendment in the amount of $74,525 to locate and digitize utility easements, to organize and prepare as-built drawings so they are accessible in the GIS viewer, and to migrate the viewer to a HTML5 format, so Lucity and the GIS viewer can be accessible from any operating system, not just Windows.
DISCUSSION
Public Works continues to be satisfied with the software and services provided by EMS. Additional scope and budget in the amount of $30,000 is needed to keep the GIS data current, integrate Alameda Point potable water infrastructure and streetlight data into the GIS/Lucity and for other as needed services. The HTML5 migration, specified in the Third Amendment, was not executed because those funds were reallocated to the digitization of no parking and street sweeping signs, something determined to carry higher priority since the data is needed for a comprehensive sign master plan. Funding for HTML 5 migration is reinstated in this Fourth Amendment.
FINANCIAL IMPACT
The funds for this project are budgeted in Public Works Department operating accounts as follows: $6,000 from Urban Runoff (351-61060); $12,000 from Sewer (602-61060); $3,000 from Gas Tax Traffic Signals Program (211-4252211-61060); $3,000 from General Fund Street and Sidewalk Maintenance Program (001-4255-61060); $3,000 from General Fund Facility Maintenance Program (001-706001-61060); and $3,000 from Base Reuse Fund (858-818003-61060).
|
Contract Phase |
Authorized Amount |
Expended to Date |
|
Original Contract |
$ 17,000.00 |
$ 15,548.00 |
|
First Amendment |
$ 8,000.00 |
$ 8,000.00 |
|
Second Amendment |
$ 49,500.00 |
$ 50,250.00 |
|
Third Amendment |
$ 74,525.00 |
$ 59,125.00 |
|
Fourth Amendment (as proposed) |
$ 30,000.00 |
$ 0.00 |
|
Total |
$179,025.00 |
$132,923.00 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action does not affect the Municipal Code.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) applies only to projects which have the potential for causing a significant effect on the environment.
RECOMMENDATION
Amend the contract with Engineering Mapping Solutions, Inc. to increase the contract amount by $30,000, including contingency, for continued Geographic Information System support services for a total contract amount of $179,025.
Respectfully submitted,
Liam Garland, Acting Public Works Director
By,
Erin Smith, Acting Deputy Director of Public Works
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Original Contract
2. First Amendment
3. Second Amendment
4. Third Amendment
5. Fourth Amendment