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CITY OF COLTON <br />AGENDA REPORT <br />For the City Council Meeting of July 17, 2001 <br />TO: HONORABLE MAYOR AND CITY COUNCIL <br />APPROVAL: DARYL PARRISH, CITY MANAGER <br />FROM: THOMAS K. CLARKE UTILITY DIRECTOR� <br />Item #11 <br />SUBJECT: APPROVAL OF CHANGE ORDER #1 for $15,260 TO NOBEL SYSTEMS THAT <br />EXCEEDS MINUMUM FOR UNDERGROUND CONVERSION <br />DATE: JUNE 28, 2001 <br />BACKGROUND: On May 2, 2000, the City Council approved a contract to Nobel Systems of <br />San Bernardino, CA for conversion of the Electric Department underground facility maps into <br />digital form for use in the city's Geographic Information System. The Electric Department has <br />been in the process of implementing a GIS for the City, since 1996. The successful conversion <br />projects have included the parcel base map, and the water and sewer facility maps. The <br />conversion of the electric underground facility maps is approximately 50 percent complete. <br />DISCUSSION/ANALYSIS: The contract with Nobel Systems for the electric underground <br />conversion was for $111,500. There were certain criteria agreed to between the City and Nobel <br />Systems at the beginning of the contract, however, as the data was delivered, certain features <br />were noticed that were going to be a problem if the original plan continued. Nobel was asked to <br />revise the maps that were already processed, and then bill for the extra charges. The bill was <br />$15,260. <br />ALTERNATIVES: The alternative would be to not complete the conversion of our electric <br />underground distribution system, utilizing a conversion vendor. This choice would result in <br />using existing staff to complete the conversion process, which due to time constraints, would <br />result in a completion date of 5 to 10 years in the future. This alternative would produce data <br />that would always be out of date, and therefore obsolete. <br />FINANCIAL IMPACT: The $15,260 expense will come out of the GIS Software System Capital <br />Account for fiscal year 2000/2001, 520-8000-8027-3890-0107-000. <br />ENVIRONMENTAL IMPACT: None <br />RECOMMENDATION: Staff recommends that the City Council approve the change order to the <br />purchase order for $15,260 to Nobel Systems for continuation of the electric underground <br />GIS data conversion. <br />REVIEW TEAM ONLY. <br />+n n <br />City Attorney ? Finance Director: <br />4�City Manage • OTHER: <br />Mid <br />Report prepared by: Michelle Pierce, Electrical Systems Engineer <br />Page 1 of 1 <br />Item #11 <br />