Title
Recommendation to Authorize the City Manager to Execute a First Amendment to an Agreement with Avineon, Inc., to Add the Amount of $69,900 to Provide Analysis, Enhancement, and Refinement of 911 Geographic Information System (GIS) Addressing Data for a Total Not to Exceed Amount of $95,000. (Information Technology 704)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda (City) executed an agreement with Avineon, Inc. (Avineon) to enhance and expand the City’s GIS program with selected departments in the amount of $25,000. The City is amending the original agreement with Avineon to include a project needed by the Police Department to refine its 911 GIS addressing data, in the amount of $69,900, which now requires Council approval, as the total contract is $94,900.
BACKGROUND
In June 2019, the City contracted with Avineon, in the amount of $25,000, to assist in specifying and building some initial web mapping applications in advance of an expanded and enhanced GIS Program with select departments to show immediate progress and begin a wider discovery and implementation effort. (Exhibit 1)
In August 2019, the City Police Department discussed with Avineon an amendment to the contract for the analysis, enhancement and refinement of 911 GIS addressing data. The goal of this amendment is to develop an accurate and standardized point address dataset for use by the Alameda Police and City Information Technology Departments. The point addresses will be compliant for use with any modern Computer-Aided Dispatch (CAD) or Record Management System (RMS). The proposed amendment is $69,900 (Exhibit 2), bringing the total contract with Avineon to $94,900.
Avineon was founded in 1992 and has over 27 years of experience providing innovative and high quality geospatial, information technology, engineering support, and enterprise resilience solutions to both public and private sectors.
With the recent acquisition of InfoGeographics, Inc. (IGI), Avineon expanded its core geospatial capabilities. As a leading provider of high-quality GIS technical consulting and development services for the past 18 years, IGI has been supporting clients with a wealth of knowledge and experience in all aspects required for successful geospatial information technology implementation and enhancement projects. Currently, Avineon also supports the County of Alameda.
DISCUSSION
The Alameda Police Department desires to update its existing address datasets with the most current data from authoritative sources (City, County, et al.), and make all data conform to standard formatting for use in any CAD or RMS. The City desires to supplement its internal Information Technology (IT) and GIS technical resources in order to accomplish these goals.
Avineon has worked for years with dozens of public safety clients large and small, guiding their addressing management efforts to successful outcomes and implementation. Avineon proposes to apply this proven process to assist the City in meeting its goals.
Avineon will ensure the City is prepared to use, manage and apply a National Emergency Number Association (NENA) compliant and United Stated Postal Service Publication 28 (USPS) addressing standard compliant dataset for either its existing Central Square system or any new CAD or RMS system the City may select in the future.
The following is a basic outline of the Police Department’s project activities:
• Review addressing procedures in place at the City, recommend and potentially implement address quality control processes to ensure data integrity.
• Gather necessary authoritative 911 spatial and address-oriented data sources.
• Analyze, compare and report issues with address standardization against nationally published and recognized NENA and USPS addressing standards.
• Apply necessary NENA and USPS addressing standards in which to standardize the spatial and applicable tabular 911 source data.
• Geolocate address point features on addressed structures in the GIS using data references and image interpretation.
• Provide necessary recommendations for address-based GIS data verification (streets and/or address points) where applicable.
These efforts will result in GIS streets and address point features map layers which, when integrated into the CAD system, will enable reliability and efficiencies for Next Generation 911 (NG911) event geolocation.
As this GIS data may be utilized for other City or organizational applications, there are also many other benefits to City operations at large. For example, the City also wishes to develop and deploy some purpose driven web mapping applications, using ArcGIS Online along with ArcGIS Pro and Web AppBuilder, for select departments to demonstrate the value of the technology and build consensus for a wider and more enterprise level planning and implementation process. Avineon will build these initial applications and begin to collect valuable research information to assist the City with more long-term GIS goals.
The web mapping applications to be specified are as follows, with some potential data listed as it is currently known. Note that these data layers may be shared among viewers as needed.
• Citywide Viewer: Parcels and Ownership, Address Street Centerline, Address Points, Buildings, LiDAR and Orthophotography
• Community Development Viewer: Zoning, Restoration Sites
• Public Works Viewer: Utilities (Content to Be Determined)
• Fire Department Viewer: Fire stations and zones, Hazardous materials, Building information, Utilities (Content to Be Determined)
• Recreation and Parks Viewer: Parks, Tours, Tree Inventory, Irrigation lines
ALTERNATIVES
• Staff is recommending that the City Council authorize the City Manager to execute a First Amendment to the agreement with Avineon, Inc., in the amount $69,900 to provide analysis, enhancement and refinement of the 911 GIS addressing data.
• City could contract with ESRI directly for GIS support, but at a higher costs.
• In order for the Police Department to migrate from its current Records Management System to a replacement system, National Emergency Number Association (NENA)-compliant and United Stated Postal Service Publication 28 (USPS) addressing standards must be followed, which currently are not being followed.
FINANCIAL IMPACT
The cost of Avineon’s services for the Police Department’s project is not to exceed $69,900 and will be funded from APD using the Community Oriented Policing Services (COPS) 2017-18 grant funds, which is accounted for in the Police Grant Fund (218).
The cost of Avineon’s services for the City’s GIS project is not to exceed $25,000 and will be funded using funds set aside for the Strategic Technology Plan Projects (#90003704) out of the Information Technology Replacement Fund (704).
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action is exempt under California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15061(b)(3) because consulting services for procurement, software selection and contract negotiating services is not a project that has the potential for causing a significant impact on the environment, and CEQA Guidelines, section 15378(b)(2) which provides that CEQA review is not required for continuing administrative activities.
CLIMATE IMPACTS
More accurate addressing data could reduce gas emissions by more direct traffic routing.
RECOMMENDATION
Authorize the City Manager to execute a first amendment to an agreement with Avineon, Inc., to add the amount of $69,900 to provide analysis, enhancement and refinement of 911 GIS Addressing Data for a total not to exceed $95,000.
CITY MANAGER RECOMMENDATION
The City Manager concurs with the recommendation to execute a first amendment with Avineon, Inc.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
By,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Original Agreement
2. First Amendment
3. Scope of Services
cc: Eric Levitt, City Manager