HomeMy WebLinkAbout- - A.C.T. GIS Support Staff Report - 7/6/2010CITY COUNCIL AGENDA REPORT
MEETING DATE: July 6, 2010
SUBJECT: G.I.S. Application Support
DATE: JUNE 10, 2010
FROM: Administrative Services Department/I.T.
PRESENTATION Richard Kirkbride, I.T. Manager
BY:
ITEM NUMBER: Item Number
FOR FURTHER INFORMATION CONTACT: Richard Kirkbride, 754-5154
RECOMMENDATION:
The City Council is requested to approve the Professional Services Agreement and
authorize the Mayor to sign the Agreement and Purchase Request for support services in
the amount of $110,475 for the City's G.I.S. system with A.C.T. GIS, Inc., 19000
Grovewood Dr., Corona, California 92881.
BACKGROUND:
The City purchased a Geographic Information System (G.I.S.) through A.C.T. GIS, Inc. in
1999 for use by various City Departments, including Police, Fire, Code Enforcement, City
Council, Administrative Services, Development Services, Planning and HUD among
others.
The programmer position responsible for support has been removed from the 2010-2011
Budget due to the budget reductions. This position was the only full time position
supporting the G.I.S. system. Although one additional programmer had been cross -
trained, that position has also been removed from the 2010-2011 Budget. Without
adequate staff support I.T. has been forced to rely exclusively on A.C.T. for support.
The support was previously approved as part of the 2010/2011 -budget process, and
funding is available in the appropriate account. This Agreement will provide support for the
period of July 1, 2010 through June 30, 2011.
ANALYSIS:
The various City departments have come to rely on the G.I.S. system to provide multiple
layers of data to support their daily duties. The product requires a highly specialized set of
skills. The vendor provides the significant expertise needed to resolve technical issues that
are beyond the capabilities of our staff.
ALTERNATIVES CONSIDERED:
As the City chose to utilize A.C.T. GIS, Inc. as its implementation partner for this software
there is no solution that would be more cost effective from alternative vendors. If the City
chose to start over with a new vendor the cost in time and direct dollars would far exceed
the cost of this agreement. Additionally we have built a significant infrastructure within the
application with the aid of A.C.T. GIS, Inc. Continuity would become a significant issue,
and would have a direct impact on the cost, as any new vendor would expend considerable
resources and City employee time getting familiar with the structure and methodology
currently in place.
The only real alternative would be to do nothing at all. However, the offsetting cost in
productivity for the various departments would negate any theoretical savings, reduce
service levels to the citizens of Costa Mesa and hamper access to data needed for other
City projects. These issues, combined with the fact that funding already exists within the
current budget, makes I.T. believe that this alternative is not prudent, and we therefore do
not recommend it.
FISCAL REVIEW:
Funding for this agreement is included in the 2010-2011 fiscal year adopted budget.
LEGAL REVIEW:
The City Attorney's Office prepared the PSA and has approved it as to form and content.
CONCLUSION:
Approving the Purchase Requisition with A.C.T. GIS, Inc. will provide for the needed on-
site support for the current year.
STEPHEN N. MANDOKI
Administrative Services Director
RICHARD D. KIRKBRIDE
I.T. Manager
COLLEEN O'DONOGHUE KIMBERLY HALL BARLOW
Assistant Finance Director City Attorney
DISTRIBUTION: Steve Mandoki
ATTACHMENTS: 1 Purchase Requisition Copy (for reference)
2 PSA
3 Hourly Fee Schedule for Onsite Assistance
4 Insurance Document
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