Title
Recommendation to Authorize the City Manager to Execute a Second Amendment to the Agreement with Avineon, Inc. Extending the Term of the Agreement by Thirteen Months and Increasing the Compensation by an Amount Not to Exceed $40,840 for an Aggregate Compensation Amount Not to Exceed $135,740 to Provide Geographic Information System Curriculum Development Support, Fiber Network Mapping, Geographic Information System Support for Future Needs, and 911 Reporting Areas Enrichment. (Information Technology 704.1/Police 218019-573020)
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 Geographic Information System (GIS) program with selected departments in the amount of $25,000. City amended the original agreement to include a project the Alameda Police Department (Police Department) needed to refine their 911 GIS addressing data with Avineon in the amount of $69,900 which then required City Council approval as the total as the total contract amount was $94,900.
City is recommending a Second Amendment for additional GIS support for GIS Curriculum Development, Fiber Network Mapping, GIS Professional Support and 911 Reporting Areas Enrichment to assist with Police Department’s Records Management System implementation.
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.
In August 2019, the City amended the Agreement with Avineon for the analysis, enhancement, and refinement of 911 GIS addressing data. The goal for this effort was to develop an accurate and standardized point address dataset for use by the Police Department and Information Technology Department. The point addresses will be compliant for use with any modern Computer-Aided Dispatch (CAD) or Record Management System (RMS). The amended Agreement added a not to exceed amount of $69,900 for both projects brining the aggregate total contract amount with Avineon to $94,900.
As the City does not currently have a GIS Analyst, but has several GIS related projects underway, staff is recommending an amendment to the existing contract with Avineon. The Amendment broadens the scope of services, extends the term of the Agreement to September 1, 2021 and increases the compensation by $40,480 for an aggregate not to exceed amount of $135,740.
DISCUSSION
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 their 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. Avineon also currently supports the County of Alameda.
GIS Curriculum Development
The City is working in partnership with Alameda Unified School District and College of Alameda to help build their GIS curriculum as part of their STEM program. With this partnership, AUSD students will be able to intern with the City on various GIS-related projects.
Avineon will provide up to twenty-four hours of support as needed for a total not to exceed a cap of $3,840.
Fiber Network Mapping
Avineon shall perform the following fiber network mapping tasks:
• Using City-provided data sources, Avineon will derive information from the digital PDF map files and compile and map out GIS fiber features (OH/UG fiber lines, splice closure locations, splice closure locations for CATV nodes, and fiber network service grid) into an Esri standard geodatabase model for data communications (including fiber networks). After digitizing fiber network data from the digital PDF map files, Avineon will perform attribution of the newly mapped fiber network features based on information derived from the digital PDF maps as well as the provided fiber network-related Microsoft Excel file.
• Upon acceptance of the newly mapped fiber network data, Avineon will publish the fiber network geodatabase data to the City’s ArcGIS Online environment, where Avineon will create an ArcGIS Online fiber network map and simple, out-of-the-box Web AppBuilder application named City of Alameda Fiber Network Viewer. Avineon will conduct an online meeting with stakeholders at the City to review and demonstrate the City of Alameda Fiber Network Viewer.
The not to exceed cap for completion of the fiber network mapping tasks is set at $20,000.
GIS Support
Avineon will provide ad hoc GIS professional support services as arranged and scheduled with the City. Assigned tasks and support assistance will be provided by the most knowledgeable and efficient Avineon staff given the nature of the assignment.
The not to exceed cap for completion of the GIS support tasks is set at $10,000.
911 Reporting Areas Enrichment
Using the recently completed NG911 standardized GIS data at the City of Alameda 911, Avineon will perform the following tasks to enhance the reporting areas data and further enrich the road centerlines and address points data layers.
• Reporting Areas Enhancement
o Avineon has identified approximately 185 areas of concern throughout the reporting area data layer, where multiple reporting areas are present for a single adjacent road centerline segment. These areas, along with areas found to be non-linear/nonsensical, will be reviewed and reconciled within the reporting areas feature class. Avineon will collaborate with City 911 staff to verify information as necessary.
• Road Centerlines and Site Structure Address Points Enrichment
o For each road centerline feature (segment), the reporting area and beat attribute information will be predicated from the reporting area data layer and added to the Road Centerlines feature class attribute
o For each address point feature, the reporting area and beat attribute information will be predicated from the reporting area data layer and added to the “SiteStructureAddressPoints” feature class attribute table
• Avineon will provide the final enriched data to the City and its consultant, Sun Ridge Systems, for testing of this data in the new RIMS CAD software.
The not to exceed cap for completion of the 911 reporting areas enrichment data manipulation tasks is set at $7,000,
Staff is recommending that the City Council authorize the City Manager to execute a Second Amendment to the agreement with Avineon, Inc., extending the term of the Agreement by thirteen months and increasing the compensation by an amount not to exceed $40,840 for an aggregate compensation amount not to exceed $135,740 to provide GIS Curriculum Development, Fiber Network Mapping, GIS Support and 911 Reporting Area Enrichment.
ALTERNATIVES
• City could contract with ESRI directly for GIS support but at a higher costs.
• In order for the Police Department to migrate from their 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 need enriching.
FINANCIAL IMPACT
The cost of Avineon’s services for the City’s GIS Curriculum Development, Fiber Network Mapping and GIS Support is not to exceed $128,740 will be funded from the Strategic Technology Plan Projects fund.
The cost of Avineon’s services for the Police Department’s 911 Reporting Area Enrichment project is not to exceed $7,000 will be funded from APD using the COPS 18/19 Grant funds.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Municipal Code and supports the implementation of the Information Technology Department’s approved Strategic Plan.
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
A more robust and accurate GIS system will allow the City to more efficiently deploy resources, locate public assets. In particular, the fiber mapping project is foundational work to modernize the City’s transportation network. A more efficient and safer transportation network will result in reduced greenhouse gas emissions.
RECOMMENDATION
Authorize the City Manager to execute a second amendment to the Agreement with Avineon, Inc., extending the term of the Agreement by thirteen months and increasing the compensation by an amount not to exceed $40,840 for an aggregate compensation amount not to exceed $135,740 to provide Geographic Information System (“GIS”) curriculum development support, fiber network mapping, Geographic Information System support for future needs, and 911 reporting areas enrichment.
CITY MANAGER RECOMMENDATION
The City Manager requests authorization of the City Manager to execute a second amendment to the Agreement with Avineon Inc. and extending the term thirteen months for total compensation of $135,740.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
By,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Nancy Bronstein, Interim Finance Director
Exhibits:
1. Original Agreement
2. First Amendment
3. Second Amendment
cc: Eric Levitt, City Manager