CITY OF ELK GROVE CITY COUNCIL STAFF REPORT

Transcription

1 CITY OF ELK GROVE CITY COUNCIL STAFF REPORT AGENDA ITEM NO AGENDA TITLE: Adopt resolution authorizing the City Manager to execute a three year Agreement, with the option for one three year extension, with VESTRA Resources Inc. for GIS Program Services for a total amount not to exceed $1,379,180 over six years, and amend the Fiscal Year Personnel Position Listing to authorize a full time GIS Analyst position. MEETING DATE: October 12, 2016 PREPARED BY: DEPARTMENT HEAD: Nicole Guttridge, IT Administrator Brad Koehn, Director of Finance and Administrative Services RECOMMENDED ACTION: Staff recommends the City Council of the City of Elk Grove adopt a resolution authorizing the City Manager to execute a three year Agreement, with the option for one three year extension, with VESTRA Resources Inc. for GIS Program Services for a total amount not to exceed $1,379,180 over six years, and amend the Fiscal Year Personnel Position Listing to authorize a full time GIS Analyst position. BACKGROUND INFORMATION: The City s Geographical Information Systems (GIS) Program provides a toolset to view parcel and data layers at the City of Elk Grove. Tools such as application viewers to access parcel information, customized applications for field staff to track inventory, customized maps, and reporting are available for daily use by staff. 1

2 Elk Grove City Council October 12, 2016 Page 2 of 5 The current contract service provider for GIS Program Services is Interwest Consulting Group The current contract with Interwest will expire November 15, 2016, and is the third amendment to the 2010 contract that was the result of an RFP. There have been a total of two contracts with amendments for Interwest Consulting Group. City Staff GIS Services: To increase service delivery to City Departments/Divisions and increase GIS security and infrastructure, the City created an in-house GIS Database Administrator position in this fiscal year s budget. The position is in the process of being filled. On July 27, 2016, the City released a Request for Proposals (RFP) for GIS Services and responses were due to the Clerk s office on August 24, The RFP disclosed the fact that a City employee will be on staff as an in house GIS SQL/Database Administrator and the City will begin to evaluate the potential benefits, if any, of staffing other GIS positions in house. The RFP advised Consultants to consider this information when proposing staffing levels and hours allocated per suggested position. RFP Review Team The review and analysis of the proposals was a five member team effort, represented by City staff from IT, PD, Public Works, and Purchasing. The solicitation schedule provides that the new contract would commence with some overlap with the current consultant to provide transition between vendors if the previous consultant was not selected. The new contract, if approved by Council will commence on October 13, RFP EVALUATION PROCESS Evaluation and scoring of the proposals are below: 1. Score of Proposals 2. Interviews The following sections detail the evaluation process, which resulted in the scoring committee s recommendations for selection. 2

3 Elk Grove City Council October 12, 2016 Page 3 of 5 Score of Proposals The evaluation of the proposals was based on a weighted score outlined below with each criteria receiving a score of 1 to 10: Rating Item Relative Weight Firms Qualifications, Experience, and References 20% Personnel and Staffing 30% Work Plan 30% Rates and Fees 15% Quality and Responsiveness of the Proposal 5% Please see Attachment 3 for scoring. Based on scoring, the firms were ranked as follows: 1. VESTRA Resources, Inc. 2. Interwest Consulting Group 3. PSOMAS Interviews The scoring demonstrated to the panel that interviews should be conducted with all three firms. The interviews provided the proposing firms the opportunity to answer questions about and clarify facets of their proposals with the RFP review team. The firms also responded and provided additional information to the review panel s questions about service levels/hours, fee, company GIS resources, expertise, and experience. The table below highlights some key Firm and RFP components. Company Firm Number of GIS Estimated 3 Score Experience Employees Year Cost VESTRA 28 years 7- one onsite at city $695, Interwest 14 years 11-6 and 5 back-ups. 1 onsite at city PSOMAS 25 years 9- one onsite at city, position is not currently hired $2,018, $935,

4 Elk Grove City Council October 12, 2016 Page 4 of 5 Based upon information supplied during the interviews and the rankings of the proposals based on the scoring criteria, the Panel ranked the proposal from VESTRA Resources, Inc. as most responsive and advantageous to the City. During the interview process, VESTRA confirmed their pricing, calculations, and vision for working with the City. The business model they proposed will be a compliment to current staff and they will be able to provide the expertise to assist the City in GIS innovation and technology. The panel contacted multiple VESTRA references and all had positive feedback in regards to their pricing, work, and success in each engagement. Their prior experience with SunGard (citywide software) and Intergraph (PD software) will be beneficial to the City as well since the City uses both of those software packages. Position Control During the review of the GIS Program Services proposals, it became very clear that it is in the City s best interest to hire a GIS Analyst position to augment the GIS Database Administrator position. This will provide a cohesive in-house GIS group that will be able to provide consistent, supportive, and productive work for City staff. All City departments utilize GIS every day in some form or fashion. Providing a GIS service delivery model (similar to other jurisdictions) that includes City staff and a GIS contract is expected to improve project development and responsiveness. The proposed personnel position listing amendment authorizes the creation of a full-time GIS analyst position, funded from savings in Professional Services. FISCAL IMPACT: Funds for GIS Services are incorporated into the FY budget. This is a multi-year contract with funds to be included in future year budgets. The current annual GIS contract fees are $671,400 per year ($4,028,400 over six years). The new contract will provide significant cost savings and an anticipated increase in the level of service because of the coordinated Staff/Contract GIS delivery model. Savings over the six-year life of the contract is estimated to be over $1.2 million 4

5 Elk Grove City Council October 12, 2016 Page 5 of 5 SIX YEAR COST COMPARISON Total Cost Proposed VESTRA Contract Estimate $1,379,180 Fully Burdened Salary Cost Estimate: GIS Analyst GIS System Admin. $1,406,534 Total Contract/Staff Combined Six Year GIS Services Cost $2,758,714 Current GIS Provider Projected Six Year Cost $4,028,400 Six Year Cost Savings $1,242,686 ATTACHMENTS: 1. Resolution 2. Contract 3. Scoring Comparison 5

6 ATTACHMENT 1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ELK GROVE AUTHORIZING THE CITY MANAGER TO EXECUTE A THREE YEAR AGREEMENT, WITH THE OPTION FOR ONE THREE YEAR EXTENSION WITH VESTRA RESOURCES INC TO PROVIDE THE CITY S GIS PROGRAM SERVICES IN AN AMOUNT NOT TO EXCEED $1,379,180 OVER SIX YEARS AND AMEND THE FISCAL YEAR PERSONNEL POSITION LISTING TO AUTHORIZE A FULL TIME GIS ANALYST POSITION WHEREAS, the existing contract for GIS Program Services set to expire November 15, 2016; and and WHEREAS, the City issued a Request for Proposals for GIS Program Services; WHEREAS, on August 24, 2016 proposals were received from three firms; and WHEREAS, a five member panel reviewed the proposals and selected VESTRA Resources Inc. as the most responsive and advantageous to the City; and WHEREAS, the City will realize Professional Services budget savings sufficient to fund an additional full time position; and WHEREAS, Staff recommends the authorization for a full time GIS Analyst; and WHEREAS, the City of Elk Grove maintains a Position Classification Plan to reflect the duties being performed by its employees; and WHEREAS, the City Council recognizes the need for a full-time GIS Analyst. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Elk Grove hereby: 1) Authorizes the City Manager to execute a GIS Program Services contract with VESTRA Resources, Inc. for an initial period of three years, and authorize the City Manager, in the City Manger s discretion, to extend the Contract for up to one additional three year term, for a total amount not to exceed $1,379,180; and 2) Amend the FY Personnel Position Listing by adding the following position to the Position Classification Plan: FTE Position Assignment Salary Range 1.0 GIS Analyst GIS Fund ,750-82,750 PASSED AND ADOPTED by the City Council of the City of Elk Grove this 12 th day of October

7 GARY DAVIS, MAYOR of the CITY OF ELK GROVE ATTEST: APPROVED AS TO FORM: JASON LINDGREN, CITY CLERK JONATHAN P. HOBBS, CITY ATTORNEY 7

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40 40 RFP Scoring ATTACHMENT 3