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A Resolution Approving the GIS Consortium Service Provider Contract for 2026 with Municipal GIS Partners, Incorporated in an Amount Not to Exceed $308,611.12, Authorizing its Execution and Waiving the Village’s Bid Process
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Introduction
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This is an annual agenda item to approve Geographic Information System (GIS) and Microsoft 365 Business Application (M365) services to the Village through shared resources among 44 participating communities.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Board has taken the following prior action(s):
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2025 on December 3, 2024.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2024 on December 4, 2023.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2023 on February 6, 2023.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2022 on December 6, 2021.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2021 on December 7, 2020.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2020 on December 2, 2019.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2019 on December 10, 2018.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2018 on December 20, 2017.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2017 on January 17, 2017.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2016 on April 18, 2016.
• The Board adopted the GIS Consortium Service Provider Contract with Municipal GIS Partners for 2015 on June 15, 2015.
• The Board adopted Membership in the GIS Consortium and GIS Consortium Service Provider Contract with Municipal GIS Partners on October 20, 2014.
• The Board directed staff to join the GIS Consortium on August 4, 2014
Background
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 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 and Supplemental Statement of Work for Microsoft 365 (M365) services.
Timing Considerations
The current agreement ends December 31, 2025. Adoption of the Resolution will allow continuation of existing support and services and implementation of new M365 services beginning January 2026.
Budget Impact
The cost for participation in the Local GIS Consortium is outlined in the Proposed FY25 Budget as follows:
• $99,764.45 in account # 1001-41040-101-530667 (General Fund, Information Technology, External Support for GISC)
• $74,823.34 in account # 3095-43780-101-530667 (General Fund, Public Works, External Support for GISC)
• $37,411.67 in account # 5040-43730-777-530667 (Water & Sewer Fund, Water Distribution, External Support for GISC)
• $37,411.67 in account # 5040-43750-781-530667 (Water & Sewer Fund, Sewer Collection, External Support for GISC)
• $59,200.00 in account # 1001-41040-101-530667 (General Fund, Information Technology, External Support for M365)
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• This Resolution will allow for supporting and completing services needed.
Disadvantages:
• This action requires the use of funds.
Alternatives
Alternative 1:
The Board can delay action to gain additional information.
Advantages:
• Board Members would be presented with additional information they requested.
Disadvantages:
• The timing of the eventual Board action could impact the ability to provide needed services.
Alternative 2:
The Board can vote down the item.
Advantages:
• This action can result in cost savings.
Disadvantages:
• If this item is voted down, there is no capacity to perform these services with existing staff. The timing could impact service needs in the various departments.
Anticipated Future Actions
There are no anticipated future actions in relation to this item.
Prepared By: Alvin Nepomuceno, Information Technology Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. 2026 GISC Service Provider Contract
3. 2026 GISC Tradition Statement of Work
4. 2026 M365 Supplemental Statement of Work
5. 2026 Insurance
6. 2014 Original Membership Agreement for a GISC
7. 2014 Original Professional Services Agreement