Submitted By
Lisa Shelley, Deputy Village Manager and Alvin Nepomuceno, Director of Information Technology
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Supplemental Statement of Work for the Consultant Services Agreement with Municipal GIS Partners, Incorporated in an Amount Not to Exceed $98,715.30 for New Services in 2019 and Approving a Newly Revised GIS Consortium Membership Agreement and Authorizing their Execution
End
Overview
Overview
At the 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 GIS capabilities by providing all Village employees with training and access to GIS as well as provide an opportunity for some public access to GIS information. As a result, this is the annual contract approval to provide GIS services to the Village using shared resources from over 30 communities. A list of specific projects accomplishments in 2018 as well as goals for 2019 are attached to this item. The GIS Consortium is also asking for each member to approve a revised GIS Consortium Membership Agreement.
Body
Staff Recommendation
Adopt the Resolution
Fiscal Impact
The cost for participation in the Local GIS Consortium is funded in the Information Technology Department’s External Support account #1001-41-40-142-530667 in the amount of $98,715.30. These funds cover the cost of sharing with other communites a project manager and contract employees who report to the Director of IT who coordinates all of the activities for the Village departments. This pays for 1 and ½ FTEs (contracted) three days a week.
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 30 communities in the Chicago-mtero area 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 and staffing associated with GIS. The use of GIS for the Village of Oak Park is part of the Village’s IT Strategic Plan previously reviewed 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) is attached as well as goals for the new year.
The GIS specialists are managed by the Information Technology Director. The work is coordinated for all of the Departments. 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 tool on the Village’s web site in which a resident can access a variety of information collected by the GIS system by providing their address as well as a variety of maps that exhibit capital improvement projects and special events.
The second document to approve is the newly revised GIS Consortium Membership Agreement. There were two minor revisions. First, the GIS Consortium formally shortened the name from GISCon to GISC, and second, the agreement reflects the creation of an Executive Board.
Alternatives
The Village could delay action and seek more information.
Previous Board Action
The Village Board approved applying with the Local GIS Consortium and associated annual funding on August 4, 2014.
Citizen Advisory Commission Action
The CISC first reviewed the Village’s IT Strategic Plan at their April 17, 2014 meeting and continues to review the Strategic Plan on an annual basis. This plan includes the use of GIS.
Anticipated Future Actions/Commitments
The Village Board is required to annually approve the contract for GIS services used by the Local GIS Consortium since the annual cost of these services exceeds $25,000.
Intergovernmental Cooperation Opportunities
As noted earlier, to date the Local GIS Consortium has 34 communities in the Chicago-metro area participating. The number continues to grow as other communities inquire on a regular basis about the Consortium.
Performance Management (MAP) Alignment
The IT Department will be in the next phase of participating in the Village’s performance management program.