Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 23-59    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 2/6/2023 Final action: 2/6/2023
Title: A Resolution Approving a GIS Consortium Service Provider Contract with Municipal GIS Partners, Incorporated in an Amount Not to Exceed $133,515.00 and Authorizing its Execution
Attachments: 1. 2023 MGP Resolution, 2. 2023 MGP GISC Service Provider Contract, 3. 2023 MGP Attachment 1 - SOW, 4. 2023 MGP Attachment 2 - Insurance, 5. GIS Program 2022 Highlights & 2023 Goals, 6. GISC Consortium 2022 Highlights, 7. 2015 Original Oak Park MGP Contract, 8. 2014 Original GISC Membership Agreement

Submitted By                     

Ahmad M. Zayyad, Deputy Village Manager; and Alvin Nepomuceno, Director of Information Technology

 

Reviewed By

LS

 

Agenda Item Title

Title

A Resolution Approving a GIS Consortium Service Provider Contract with Municipal GIS Partners, Incorporated in an Amount Not to Exceed $133,515.00 and Authorizing its Execution

 

 

End

Overview

Overview

On 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, providing 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 the shared resources of 41 communities.  A list of specific project highlights in 2022, as well as goals for 2023, are attached to this item.

 

End

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) is attached as well as goals for the new year.

 

The GIS Site Analysts 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, Community Map Viewer, and CIP Story Map tools 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 or the use of interactive mapping tools that exhibit capital improvement projects, parking, EV charging station, landmarks, and zoning.  Direct links 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>

 

 

Fiscal Impact

The cost for participation in the Local GIS Consortium is funded in the Information Technology (IT) Department’s External Support account 1001.41040.101.530667 in the amount of $111,262.00, PW (Public Works) CIP External Support account 3095.43780.101.530667 in the amount of $10,853.00, Water Fund, Water Distribution, External Support account 5040.43730.777.530667 in the amount $5,700.00 and Water Fund, Sewer Collection, External Support account 5040.43730.777.530667 in the amount $5,700.00

 

These funds cover the cost of sharing with other communities a project manager and contract employees who report to the Director of IT who coordinates all of the activities for the Village departments. This also pays for GIS Site Analyst staffing to be 60% on-site which is a 10% increase for PW CIP and Water Fund projects.

 

DEI Impact

N/A

 

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 December 6, 2021.

 

Citizen Advisory Commission Action

The CISC reviews the Village’s IT Strategic Plan on an annual basis.  This plan includes the use of GIS.

 

Anticipated Future Actions/Commitments

N/A

 

Intergovernmental Cooperation Opportunities

As noted earlier, this is a shared service among over 41 communities in the Chicago metro area.