Fiscal Note
The proposed resolution authorizes a contract with the University of Wisconsin Board of Regents on behalf of the University’s Applied Population Laboratory to maintain, update, and refine the Neighborhood Indicators Project (NIP) and related website and procure additional services as needed, from 2017-2022. Excluding unanticipated ad-hoc services, the anticipated cost of the 2017-2018 contract is $90,337.50, allocated as follows:
• NIP 2016, payment for 15 hours extra services $1,500.00
• NIP 2017, July 2017 to December 2017, $29,612.50
• NIP 2018, January 2018 to December 2018, $59,225.00
The Planning Division’s 2017 Adopted Operating Budget and 2018 Operating Budget request (subject to Common Council approval) include $51,500 for this purpose, for a total of $103,000.00. Funding for future years will be requested in future operating budgets, subject to Common Council approval.
Title
Authorizing the Mayor and City Clerk to execute a sole contract with the Board of Regents for the University of Wisconsin System, on behalf of the University of Wisconsin's Department of Community and Environmental Sociology, Applied Population Laboratory to maintain, update and refine the Neighborhood Indicators Project and related website and procure additional services as needed, from 2017-2022.
Body
WHEREAS, in 2008 the City partnered with the University of Wisconsin’s Applied Population Lab to establish the Neighborhood Indicators Project (the NIP) as a vehicle for the continual and systematic collection, maintenance, and analyses of data necessary to monitor the quality of life of the City's neighborhoods over time and identify trends that may indicate the need for further attention; and
WHEREAS, the web-based NIP tracks data related to demographic changes, community action and involvement, housing quality and availability, public safety, health and family well-being, economic vitality, transportation, conservation and sustainability, and other indicators of neighborhood wellbeing; and
WHEREAS, the City has contracted each year with the Applied Population Lab for ongoing maintenance of the data, analyses, annual reports, and numerous enhancements to the website since the Project’s inception in 2008; and
WHEREAS, in 2016 Resolution # 44455 was adopted to authorize a renewal of the annual services with APL through 2019 at an annual price not to exceed $51,500 and a one-time $30,000 expenditure for the comprehensive website upgrade; and
WHEREAS, in 2017 the current web architecture for the NIP went to a comprehensive upgrade to adopt the advances in technology needed to increase functionality and usability and enhance maintenance efficiencies, and such work is underway as part of the original scope of work of the expired 2016 contract and will continue until completed in October, 2017; and
WHEREAS, due to an increase in cost of operation the APL has requested to increase the NIP annual fee by 15% to $59,225 for 2017 and 2018, and not more than 7% annually, thereafter. APL has not increased its annual fee since 2011, despite the estimated increase included in the 2011 Resolution # 20785 for an annual increase APL could have requested to balance their costs, and the Planning Division supports this as a reasonable request; and
WHEREAS, occasionally the City has a need for custom or specialized analytical services from APL beyond the maintenance and other services covered by the annual fee, and the Planning Division would like to procure such services if or when the need arises, at an estimated hourly rate not to exceed $110 per hour, but the existing contract does not allow for that option.
NOW, THEREFORE, BE IT RESOLVED, that the Common Council hereby authorizes the Mayor and City Clerk to execute a sole source contract with the Board of Regents for the University of Wisconsin System, on behalf of the University of Wisconsin's Department of Community and Environmental Sociology, Applied Population Laboratory for the period of 2017-2022, for the purposes of and at the prices noted above, subject to funding availability in the budget.