Submitted By
Alvin Nepomuceno, Information Technology Director
Reviewed By
A.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 2025 with Municipal GIS Partners, Incorporated in an Amount Not to Exceed $240,396.00, Authorizing its Execution and Waiving the Village’s Bid Process
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Overview
Overview
At its regular meeting on August 4, 2014, the Village of Oak Park Board directed staff to join the local Graphic Information System Consortium (GISC). This significantly enhanced the Village’s GIS capabilities by offering training and access to GIS tools for all employees, while also providing public access to GIS data. The proposed Resolution approves a Supplemental Statement of Work for the 2025 GISC Service Provider Contract with Municipal GIS Partners, Incorporated (MGP) to continue providing GIS services to the Village through shared resources among 44 participating communities.
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Recommendation
Recommendation
Adopt the Resolution.
Background
The Village Board approved joining the local GISC on October 20, 2015. The GISC is a collaborative initiative involving communities across Cook, Lake, DuPage, and Will counties. By outsourcing their GIS technology needs to a single private-sector service provider, the Consortium communities have been able to share resources, management, staffing, expertise, and standardization in GIS operations.
The use of GIS within the Village of Oak Park aligns with the goals outlined in the Village's Information Technology (IT) Strategic Plan, which has been reviewed by both the Civic Information Systems Commission (CISC) and the Village Board. Attached are the Oak Park Annual Report detailing the utilization of GIS solutions and shared services from MGP, the GISC's service provider, as well as the GISC’s Annual Report.
GIS Site Analysts, whose work supports all Village departments, are managed and coordinated by the IT Director. While much of their work supports internal operations-such as mapping water mains, repairs, hydrant locations, and tree inventory-several GIS resources also benefit the public. These include the Community Portal, Community Map Viewer, and Capital Improvement Plan (CIP) Story Map tools available on the Village website. These tools allow residents to access a wide range of information collected by the GIS system, including details on capital improvement projects, parking, electric vehicle (EV) charging stations, landmarks, and zoning. Direct links to these resources are provided below:
• Community Portal https://apps.gisconsortium.org/CommunityPortal/Default.aspx?PL=VOP
• Community Map Viewer https://communitymapviewer.gisconsortium.org/OakParkIL
• Capital Improvement Projects https://experience.arcgis.com/experience/56c706bcad1141e6875c38ec5e690a94/
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 the activities for Village departments. The cost is distributed among IT, Public Works, and the Water & Sewer Fund accounts at 40%, 30%, 15%, and 15% respectively.
Fiscal Impact
The cost for participation in the Local GIS Consortium is outlined in the Proposed FY25 Budget as follows:
• $96,158.21 in account # 1001-41040-101-530667 (General Fund, Information Technology, External Support)
• $72,118.89 in account # 3095-43780-101-530667 (General Fund, Public Works, External Support)
• $36,059.45 in account # 5040-43730-777-530667 (Water & Sewer Fund, Water Distribution, External Support)
• $36,059.45 in account # 5040-43730-781-530667 (Water & Sewer Fund, Sewer Collection, External Support)
No additional funds or budget amendments are required for this $240,396.00 expense in FY25.
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 2024 Local GIS Consortium on December 4, 2023.
Citizen Advisory Commission Action
The Civic Information System 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
This is a shared service among 44 regional communities.