Title
Recommendation to Authorize the City Manager to Execute a Third 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 $24,900 for an Aggregate Compensation Amount Not to Exceed $160,640 to Develop an Integrated Highly Detailed Fiber Network Strand Database within the City’s Fiber Network Mapping and Support Geodatabase Model. (Information Technology 2611)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The City of Alameda (City) executed an agreement with Avineon, Inc. (Avineon) in 2019 to enhance and expand the Geographic Information System (GIS) program and subsequently executed an amendment to refine the 911 GIS addressing data for the Police Department (PD) as they prepared to implement a new Records Management System. A second agreement was executed in 2020 for additional GIS support, including a project to map the city’s Fiber Network.
The City is requesting City Council approval for a third Amendment to allow Avineon to complete the Fiber Network Mapping project. The project will integrate more detailed strand data, which is currently maintained using Excel spreadsheets, into the GIS fiber network model.
BACKGROUND
In June 2019, the City executed an agreement with Avineon to enhance and expand the GIS program with selected departments in the amount of $25,000. The project was designed to assist in specifying and building some initial web mapping applications in advance of an expanded and enhanced GIS program.
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 PD and Information Technology Department. The point addresses would 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, bringing the aggregate total contract amount with Avineon to $94,900.
Because the City does not have a GIS Analyst, but had several GIS related projects underway, staff recommended executing a second amendment to the existing contract with Avineon. The broadened scope of services for additional GIS support included the development of a Fiber Network Mapping. It also extended the term of the Agreement to September 1, 2021 and increased the compensation by $40,480 for an aggregate not to exceed amount of $135,740.
The third amendment would complete the Fiber Network Mapping project to integrate more detailed strand data currently maintained using Excel spreadsheets into the GIS fiber network model, which is beyond the scope of work in the mapping project.
DISCUSSION
Staff is requesting approval to execute a third amendment to the agreement with Avineon and extending the term of the agreement by thirteen months and increasing the compensation by an amount not to exceed $24,900 to develop an integrated highly detailed fiber network strand database within the city’s fiber network mapping and support geodatabase model.
As the City looks to technology to provide efficiencies and “smart city” services, it is becoming increasingly reliant on the use of the telecommunications fiber network available throughout the community. The existing and growing fiber network footprint in the City has been largely anonymous and had not been mapped within a GIS system of record.
The scope of work in the third amendment authorizes Avineon to integrate more detailed strand data currently maintained using Excel spreadsheets into the GIS fiber network model. This strand data will provide greater value once included in an enhanced GIS. These improved data will allow for tracing strands, understanding and managing duct availability, tracking leases, and efficiently managing citywide fiber network routes and assignments moving forward.
As the fiber network is developed in the modern fiber GIS database, it will serve as the authoritative fiber network system of record in which the City can better maintain, manage, and leverage its fiber assets.
ALTERNATIVES
• Approve the third amendment, as recommended by staff.
• Direct staff to contract with ESRI directly for GIS support but at a higher costs.
• Do not complete this additional GIS work at this time.
FINANCIAL IMPACT
The $24,900 not-to-exceed amount of the proposed third amendment to the agreement with Avineon is funded by the available budget under the Strategic Technology Plan Project (90003704). No additional budget appropriation is needed.
|
Contract |
Amount |
|
Original Contract Amount |
$ 25,000 |
|
First Amendment |
$ 69,900 |
|
Second Amendment |
$ 40,840 |
|
Third Amendment (Pending) |
$ 24,900 |
|
Total Contract Amount |
$160,640 |
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is consistent with the Alameda Municipal Code and supports the implementation of the Information Technology Department’s 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 and 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 third 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 $24,900 for an aggregate compensation amount not to exceed $160,640 to develop an integrated highly detailed fiber network strand database within the City’s fiber network mapping and support geodatabase model.
CITY MANAGER RECOMMENDATION
The City Manager concurs with the IT Director’s recommendation.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
By,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Annie To, Finance Director
Exhibits:
1. Original Agreement
2. First Amendment
3. Second Amendment
4. Third Amendment
cc: Eric Levitt, City Manager