Title
Recommendation to Authorize the City Manager to Execute a Five Year Agreement with Avineon, Inc., in an Amount Not to Exceed $78,000, to Assist the City in Developing a Five Year Geospatial Information System (GIS) Strategic Plan Including an Initial Deployment and Configuration of ArcGIS Enterprise. (Information Technology 704)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
With City Council approval, Avineon assisted the City of Alameda (City) with its Geospatial Information System (GIS) efforts in developing basic maps and migrating addresses to the NG911 standards to improve location accuracy for our public safety departments when dispatched to locations. The City is now ready to develop a comprehensive GIS Strategic Plan which includes an initial deployment and configuration of ArcGIS Enterprise, a license purchased in 2019.
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 Alameda Police Department contracted with Avineon for the analysis, enhancement, and refinement of 911 GIS addressing data. The goal of this effort was to develop an accurate and standardized point address dataset for use at the Alameda Police and City Information Technology Departments. The point addresses are now compliant for use with any modern Computer-Aided Dispatch (CAD) or Record Management System (RMS).
The City purchased an enterprise license for ArcGIS in 2019 as part of the Technology Strategic Plan recommendations and is ready to move forward with developing a comprehensive GIS Strategic Plan including an initial deployment and configuration of ArcGIS Enterprise.
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., 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.
Staff is prepared to expand the use of geospatial data and GIS functionality and would like to leverage both internal and external resources to implement these objectives. The City has invested in an Esri Small Government Enterprise Agreement (SGEA) and would like to take full advantage of the agreement to utilize available tools and streamline geospatially-related processes to improve decision-making through using current, reliable, and actionable data. Avineon has worked for many years with dozens of clients large and small to guide GIS program efforts to successful outcomes and implementation.
Staff believes Avineon’s recommended process is structured to allow a comprehensive review of opportunities for GIS across the City and to focus on specific goals and directions. Narrowing the scope and prioritizing high-value activities will allow the City and participants to move forward with confidence and will be captured in the Five-Year GIS Plan. This plan will serve as a guide to the expanded and coordinated use of GIS-based on a solid foundation of in-depth knowledge, planning, and stakeholder support.
Following the City’s acceptance of the GIS Strategic Plan, Avineon will complete an initial deployment and configuration of ArcGIS Enterprise. This deployment will serve as the foundational software environment to take full advantage of the benefits available with the use of the Esri SGEA and moving away from a decentralized GIS environment where departments are currently on differing versions of ESRI and storing data on End of Life servers.
Therefore, staff is recommending that the City Council authorize the City Manager to execute an agreement with Avineon, Inc., to assist the city is developing a five year GIS Strategic Plan including an initial deployment and configuration of ArcGIS Enterprise.
ALTERNATIVES
• Authorize the City Manager to execute an agreement with Avineon, Inc., to assist the city is developing a five year GIS Strategic Plan;
• Direct staff to contract with ESRI directly for GIS assistance, but at a higher costs; or
Do not authorize this agreement, resulting in the City staying in a decentralized environment and not moving forward with GIS efforts at this time
FINANCIAL IMPACT
The cost of Avineon’s services for the City’s GIS project is not to exceed $78,500, and will be funded by the Strategic Technology Plan Project (90003704). No additional budget appropriations are needed.
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 IMPACT
With more accurate environmental data, could reduce various climate issues affected the City of Alameda.
RECOMMENDATION
Authorize the City Manager to execute an agreement with Avineon, Inc., to assist the City in developing a five year GIS Strategic Plan including an initial deployment and configuration of ArcGIS Enterprise.
CITY MANAGER RECOMMENDATION
The City Manager requests authorizing the City Manager to execute an agreement with Avineon Inc.
Respectfully submitted,
Carolyn Hogg, Information Technology Director
By,
Carolyn Hogg, Information Technology Director
Financial Impact section reviewed,
Annie To, Finance Director
Exhibit:
1. Agreement
cc: Eric Levitt, City Manager