Fiscal Note
Funding for the 2015 purchase of GT Web, estimated at $24,970, is included in the 2015 Engineering-Other Capital Budget request. The 2015 maintenance, estimated at $3,750, is included in the 2015 Engineering Division Operating Budget request. Funding for future years' contracts will be negotiated each year and requested in the appropriate years' operating budgets.
Title
Authorizing the Mayor and City Clerk to execute service contracts for software maintenance on a recurring annual basis for the useful life of the GT Viewer and GT Web software, allowing uninterrupted software support and maintenance services with Graphic Technologies, Inc
Body
Background
The City Engineering Division Mapping Section solely generates and maintains mapping of the following City records: official map, ownership parcels, sanitary and storm sewer facilities, aerial photography, LiDAR contours and pervious/impervious areas. The Mapping Section also maintains maps for City maintenance administration purposes for the following: bridges, bike and walking paths, ponds, greenways, medians and warning sirens. The Mapping Section also provides various mapping data sets to City Police and Fire.
The Engineering Division Mapping Section deployed GT Viewer Desktop software in 2005. GT Viewer is the current sole repository and viewer for all City mapping records.
Currently there are eight (8) contributing City agencies (Engineering, Fire, Forestry, Metro Transit, Parks, Planning, Transportation and Water) maintaining live CAD records and provide updates to the Engineering Division Mapping Section for publication to GT Viewer.
GT Viewer also currently contains mapping data sources from four (4) outside entities (Dane County, Madison Gas & Electric, Madison Metropolitan Sewerage District and the Federal Emergency Management Agency). The necessary coordination with these four (4) outside entities to maintain, update and publish to GT Viewer is also the sole responsibility of the Engineering Division Mapping Section.
All aforementioned records are presently available only to internal City staff using the GT Viewer desktop/laptop software product. There are presently three hundred and forty nine (349) GT Viewer licenses being used by staff from eleven (11) different City agencies (Assessor, Attorney, Engineering, Fire, Health, Information Technology, Parks, Planning, Police, Transportation and Water) to view these mapping records.
GT Viewer desktop users from these numerous city agencies evaluated a GT Web software application. This application allows web access to the City Engineering Mapping Section maintained CAD Mapping data records to internal and external clients. This application will provide the general public, contractors, vendors and city staff direct access to various data sets through the internet, mobile Smartphone or android/iOS tablets.
Each City Agency will determine what portions of their respective data, which they own and maintain, shall be made available via this web access product in accordance with open records laws and regulations.
As previously noted, currently 349 City staff are using the GT Viewer desktop software. Engineering has allocated considerable time and effort to update and maintain this valuable City resource. The GT Web software application will make information available to external clients with minimal implementation effort needed from City staff. Implementation of this software, and the communication to all external clients of the availability of this technology and data, will have an immediate significant improvement on staff efficiency. GT Web will allow external clients direct access to this information at any time. External clients and the general public will no longer have to make data requests with City staff, allowing staff the opportunity to work on higher priority tasks.
Graphic Technologies, Inc. is the vendor supporting the current Engineering Division GT Viewer desktop software deployed since 2005 to City staff to view City Engineering maintained CAD/GIS data. Numerous City agency staff proficient with GT Viewer and CAD/GIS Mapping needs evaluated and tested numerous web options. Graphic Technologies, Inc. was the only vendor able to demonstrate the ability to develop and implement an integrated and compatible web access software to view City official map land base, ownership parcels, sanitary, storm and water utility facilities and other CAD/GIS Mapping data.
WHEREAS, in 2013 the Engineering Division coordinated a successful beta test session of GT Web with numerous staff from multiple City agencies; and
WHEREAS, the new GT Web Application to be hosted on a City IT managed server will result in improved business functionality and efficiency across all internal agencies; and
WHEREAS, the Engineering Division has budgeted for, and plans to implement, the GT Web application in 2015; and
WHEREAS, although full GT Web implementation is scheduled for 2015, Graphic Technologies, Inc. has agreed to authorize City IT install a beta version of GT Web during the final quarter of 2014 to allow for additional testing and use; and
WHEREAS, the new GT Web Application will provide for web-based employee, manager, vendors, external clients and citizen access to City records and public works facilities and operations; and
WHEREAS, the new GT Web Application will provide for improved electronic access for external clients and citizen access to City mapping records resulting in substantial staff efficiency, time savings and cost reductions; and
WHEREAS, the new GT Web Application will provide online training tools resulting in user friendly functionality; and
WHEREAS, the new GT Web Application will enable easy and timely access to information by City staff for improved decision-making and planning for projects; and
WHEREAS, Graphic Technologies, Inc. has provided an estimate of $25,000 for the City to purchase the GT Web Application, which is contained in the 2015 Engineering Division Capital Budget; and
WHEREAS, 2015 funding for this proposed sole source contract is available in CE53-58510-810735; and
WHEREAS, the annual maintenance, estimated at $3,750 for 2015, for the GT Web Application is also budgeted and funded for in the 2015 Engineering Division Operating Budget; and
WHEREAS, Graphic Technologies Inc is the only vendor that can provide software, maintenance and support as the owners of this software and is the most skilled at supporting their own software, therefore meeting the criteria of 4.26(4)(a)2.
NOW, THEREFORE, BE IT RESOLVED, that the Mayor and City Clerk or the Designee of the Finance Director, as appropriate, are hereby authorized to execute sole source Purchase of Services Contracts and/or Software License Agreements, in a form approved by the City Attorney, with Graphic Technologies, Inc. for the purchase, implementation and ongoing maintenance of GT Viewer Web Application software; and
BE IT FURTHER RESOLVED, that capital expenditures not to exceed $25,000 in 2015 are hereby authorized,
BE IT FURTHER RESOLVED, that operating budget expenditures not to exceed $3,750 in 2015 are hereby authorized.
BE IT FURTHER RESOLVED, that the total cost for all purchases and contracts herein shall not exceed the amounts budgeted for this project or authorized in future approved budgets; and
BE IT STILL FURTHER RESOLVED, that, as necessary, change orders that do not exceed the City's approved budget or the scope of the project as authorized by the Common Council may be executed by the Finance Director or City Engineer and/or designee, and counter-executed by Graphic Technologies, Inc; and
BE IT FINALLY RESOLVED that the Mayor and City Clerk or the Designee of the Finance Director, as appropriate, are hereby authorized to execute renewal contracts with Graphic Technologies, Inc for ongoing software maintenance and support services for all software products of Graphic Technologies Inc., subject to inclusion in the Engineering Operating Budget.