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CITY OF COLTON AGENDA REPORT For City Council Meeting of March 21, 2000 TO: HONORABLE MAYOR & CITY COUFI1L APPROVAL: HENRY T. GARCIA, CITY MANAGEfJ FROM: THOMAS K. CLARKE, UTILITY DIRECTOR SUBJECT: AWARD OF CONTRACT FOR GIS (GEOGRAPHICAL INFORMATION SYSTEM) CONVERSION PROJECT, OF THE CITY'S SEWER DATA, TO NOBEL SYSTEMS IN THE AMOUNT OF $64,300 DATE: MARCH 8, 2000 BACKGROUND The Electric Department is currently in the process of implementing a Geographic Information System for the City. This project has been broken down into phases, which began in FY98/99. In 1999, the City Council approved award of a contract to Nobel Systems for the first phase of Water Distribution Data. Nobel Systems has successfully completed the pilot portions of the conversion for the Water Distribution Data and the Electric Distribution Data and the vendor is now currently in the process of the conversion of the entire Water Distribution Data. DISCUSSION/ANAL' The Electric Department has solicited a proposal from Nobel Systems for the Sewer Data Conversion. A copy of their proposal is attached for your review. The cost for these services would be $64,300. This price includes the pilot area for the Sewer Data Conversion and the City's entire Data Conversion of the Sewer Data. Professional Services Agreements are awarded based on a variety of factors, including experience and knowledge of the subject area, to name a few. The City's Purchasing Ordinance allows for the City Council to waive the "Request for Proposal" process for professional services, if it finds that the public interest will not be best served by a formal proposal process. At this time Nobel Systems is providing the City with the conversion services and is keeping the schedule set by the City to achieve the goals presented previously to the City Council. Nobel Systems has also provided several surrounding cities with GIS data conversion services. Staff is recommending that the Council waive the formal proposal process and award a contract to Nobel Systems. ALTERNATIVES Solicit formal "Request for Proposals" which may delay the City's time lines for completion of the project. FINANCIAL IMPACT The funds for this project are available in Utility Department Account Number 521-8300-8300-2350. ENVIRONMENTAL IMPACT None. RECOMMENDATION Staff recommends Council award a Professional Services Agreement for the GIS Sewer Data Conversion services to Nobel Systems in the amount of $64,300. Report Prepared By: Michelle Pierce, Electrical Systems Engineer Attachments: Professional Services Agreement Page 1 of 1 (w/attachment) Item #18