Submitted By
Alvin Nepomuceno, Director of Information Technology
Reviewed By
Ahmad M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Supplemental Statement of Work for the GIS Consortium Service Provider Contract for 2024 with Municipal GIS Partners, Incorporated in an Amount Not to Exceed $230,044.00 and Authorizing its Execution
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Overview
Overview
At its August 4, 2014, Regular Meeting, the Village Board directed staff to join the local GIS consortium. This was an opportunity for the Village to greatly improve its GIS capabilities by providing all Village employees with training and access to GIS, as well as, providing an opportunity for some public access to GIS information. The proposed Resolution approves a Supplemental Statement of Work for the GIS Consortium Service Provider Contract for 2024 with Municipal GIS Partners, Incorporated to provide GIS services to the Village using the shared resources of 41 communities.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village Board approved joining the Local GIS Consortium on October 20, 2015. The GIS Consortium is considered a best practice initiative in which over 41 communities in Cook, Lake, DuPage, and Will counties collaborated to outsource their GIS technology needs with a single private sector service provider. This allowed all communities in the consortium to share the management, staffing, knowledge, and standardization associated with GIS.
The use of GIS for the Village of Oak Park is part of the Village’s IT Strategic Plan, previously reviewed by the Civic Information Systems Commission (CISC) as well as the Village Board. A listing of this year’s specific accomplishments for both Oak Park as well as the MGP (the private sector provider for the Consortium) as well as goals for the new year is attached.
The GIS Site Analysts are managed, and their work for all departments is coordinated by the Information Technology Director. While some of this work is useful to internal operations, such as mapping details regarding water mains, water main repairs, hydrant locations, and the tree inventory, a portion of this work also benefits the public, such as the Community Portal, Community Map Viewer, and CIP Story Map tools on the Village’s web site. These resources allow residents to access a variety of information collected by the GIS system by providing their addresses or the use of interactive mapping tools that exhibit capital improvement projects, parking, EV charging stations, landmarks, and zoning. Direct links to these resources are listed below:
• Community Portal https://apps.gisconsortium.org/CommunityPortal/Default.aspx?PL=VOP
• Community Map Viewer https://communitymapviewer.gisconsortium.org/OakParkIL
• CIP Story Map http://gisconsortium.org/WebApps/StoryMaps/VOP/CapitalImprovementProjects/index.html
The Village’s GIS consortium on-site staffing allocation is currently at 60% and staff recommends increasing this allocation to 100% for 2024 to meet the service demands for increasing CIP and Water projects. A list of specific project highlights in 2023, as well as goals for 2024, are attached to this item.
Fiscal Impact
The cost for participation in the Local GIS Consortium is funded in the Proposed FY 24 Budget as follows:
$92,018.00 in account # 1001-41040-101-530667 (General Fund, Information Technology, External Support)
$69,013.20 in account # 3095-43780-101-530667 (General Fund, Public Works, External Support)
$34,506.60 in account # 5040-43730-777-530667 (Water & Sewer Fund, Water Distribution, External Support)
$34,506.60 in account # 5040-43730-781-530667 (Water & Sewer Fund, Sewer Collection, External Support)
These funds cover the cost of sharing a project manager and contract employees with other communities. These employees report to the Director of IT, who coordinates all of the activities for Village departments. As mentioned above, this contract provides for increasing CIP and Water project service requirements, increasing on-site GIS Site Analyst staffing from 60% to 100%, with the cost distributed among IT, Public Works, the CIP Fund and the Water & Sewer Fund accounts at 20%, 20%, 30% and 30% respectively.
DEI Impact
N/A
Alternatives
The Village could delay action and seek more information.
Previous Board Action
The Village Board approved a resolution with the 2023 Local GIS Consortium on February 6, 2023.
Citizen Advisory Commission Action
The Civic Information Systems Commission (CISC) identified GIS as a core service in the Village’s IT Strategic Plan and routinely receives updates.
Anticipated Future Actions/Commitments
N/A
Intergovernmental Cooperation Opportunities
As noted earlier, this is a shared service among over 41 communities in the Chicago metropolitan area.