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Home My WebLink About1990-09-04; City Council; 10814; CONTRACT TO PURCHASE HARDWARE AND SOFTWARE FOR GEOGRAPHIC INFORMATION SYSTEM GIS AND AMENDMENT TO MANAGEMENT CLASSIFICATION PLAN AND SALARY SCHEDULE TO ADD GIS COORDINATOR POSITION, 4 I Adopt Resolution NO. $7- 336 approving the contract with ESRI to provide hardware, soh and consultinghtegration services for a GIs, and appropriating funds. Adopt Resolution No.’%-,3JY amending the Management Classification Plan and sal schedule of the City to adopt the job classification of Geographic Information System (C Coordinator, and appropriating funds. ITEM EXPLANATION GEOGRAPHIC INFORMATION SYSTEM (GIs) Geobase, Permit Status Tracking and Computer Aided Mapping were given high priority in Long Range Information Systems Plan adopted by Council in November, 1985. encompasses Geobase, Permit Tracking and Mapping. Implementation of the GIS has E: divided into two phases. Phase I is the Permits System which is in use in Commu Development for the issuance of all building permits, and tracking of planning and enginee applications, and building inspections. Phase I1 of the GIS is the mapping system. The I contained in Permits will interact with the graphic data contained in the mapping system. A GIS is a decision making tool. Many decisions are based on geographic information: 1 use, demographic patterns, emergency response, transportation routing and infrastruc management. Geographic information systems are designed to store and manipulate geogra information in such a manner that it can be easily accessed, analyzed and reported. The a constant demand for accurate maps (eg. General Plan, Zoning, Open Space, constrained k etc.), and the ability to generate statistical data in a timely manner as it relates to land The need is particularly significant in the ongoing monitoring of the Growth Manage] The n Lu cc e A lengthy and thorough study was undertaken to arrive at a recommendation. Meetings held with potential user departments to detennine their needs. A selection corn comprised of representatives from Engineering, Planning, Information Syst Utilities/Mahtenance and the City Manageis Office, assessed the various mapping systerr the market. While there are a number of good systems available, there is a wide rani capabilities of these various systems. Some are primarily designed for use by engineering f some for utility companies, and others which have a broad range of capabilities applications for planning, engineering, utilities, automated mapping and facilities manage (AM/FM). To satisfy the needs of the potential user departments in Carlsbad, the system broader capabilities was deemed necessary, and those which did not provide this capa z were eliminated from consideration. Eight potential vendors were invited to complete a s 0 questionnaire. (Seven responses were received. They were from Generation 5, McDa Douglas, ACCU, VL Systems, ACDS, ESRI, and System 9.) Based on responses to the si four vendors (VL Systems, ACDS, ESRI and System 9) were asked to provide a 4 demonstration to the selection committee. Based on the capabilities of the software shov 0 z 3 0 0 2; 2 .. E a ' e /o, 8 Iq w PAGE 2 OF AGENDA BILL NO. , , the vendors, the field was subsequently narrowed to two vendors (ESRI and ACDS) who wt asked to perform a benchmark using Carlsbad data. ESRI, of Redlands, California, was selectc In addition to having superior software, they have the technology and support staff to provide 1 assistance to the customer. ESRI has proven itself to be a leader in the field of GIs, w municipal installations world-wide. ACDS (a Canadian firm) had the capability to perform 1 majority of the identified functions for Carlsbad's GIS (CARGIS), however Carlsbad would h been their first U.S. installation, and as such primarily a beta test site. This coupled with the f that software support would have been provided from Canada (predominately French speaki Canada) and there are no user support groups in the U. S., it was deemed inadvisable to furtl pursue the possibility of working with ACDS. GIS COORDINATOR The complexity of a GIS requires staff support beyond the capabilities of existing staff. A ( Coordinator is recommended and should be on board when the system is delivered. The pers would be responsible for the successful implementation, including gathering data and work with ESRI to integrate these data into the system. This individual will also be involved in i initial and ongoing training of City staff. FISCAL IMPACT First year expenditures are estimated at $362,200. This includes the hardware, software (for t workstations), training, consultant fees, data, system integration, GIS Coordinator, half y~ funding for a GIS Technician, and related furniture, equipment and supplies. At your meet June 19,1990, Council appropriated first year funding for this program with the adoption of 1 budget for FY 90/91. It is anticipated that the second year costs will be under $225,000, including personnel, hardwi software and data acquisition. In subsequent years, additional personnel will be needed maintain existing data, digitize new data, and work on special projects. EXHIBITS 1. City Council Resolution No.SC - 3 36 approving a contract with ESRI for the purchase i installation of hardware, software and consultindintegration services for a GIs. 2. City Council Resolution No. 70 -337 amending the Management Classification Plan and sal schedule to add a GIS Coordinator position. 3. Memorandum to the City Manager, dated March 20, 1990. 4. City of Carlsbad Geographic Information System, 1989 Geographic Data Base brochure. (previously distributed) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 w e RESOLUTION NO. 9 0 - 3 3 6 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING A CONTRACT FOR PURCHASE AND INSTALLATION OF HARDWAXE,SOFTWARE, AND CONSULTING/INTEGRATION SERVICES FOR A GEOGRAPHIC INFORMATION SYSTEM (GIs). WHEREAS, the City Council of the City of Carlsbad adopted a Long Range Infc Systems Plan in November, 1985 in which the highest priority was assigned to a "Geobas referred to as Geographic Information System [GIs]); and WHEREAS, Phase I of the GIs, the Permits System, has been implemented in Cor Development; and WHEREAS, the City Council of the City of Carlsbad, California has determined in the best interest of the City to implement Phase I1 of the GIs, or mapping system; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carl follows: 1. That the above recitations are true and correct. 2. That the contract with ESRI of Redlands, California, on file in the office of Clerk, and Incorporated herein by reference, for the purchase and installation of h software, and consulting/integration services for a GIS is hereby approved. 3. That the Mayor is hereby authorized to execute said contract. /\ \\ \\ \\ \\ \\ \\ 1 2 3 4 5 6 7 8 9 10 XI. 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 u W PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City ( held on the 4th day of September , 1990 by the following vote, to wit: AYES: Council Members Lewis, Larson, Mamaux ,and Pettine NOES: None ~SENT: Council Member Kulchin a ATTEST: AttMirn (SEAL) -2- 1 2 3 4 5 6 7 a 9 10 11 l2 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 i RESOLUTION NO.2 0 - 3 3 7 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNLA, AMENDING THE MANAGEMENT CLASSIFICATION PLAN AND SALARY SCHEDULE OF THE CITY TO ADOPT THE CLASSIFICATION OF GEOGRAPHIC: INFORMATION SYSTEMS (GI SI COORDINATOR.. WHEREAS, the City Manager recommends and the #City Council concurs, classification of Geographic Information Systems (GIS) Coordinator should be ado included in the City's Management Classification Plan and Salaiy Schedule. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of ( California, as follows: 1. That the Above recitations are true and correct. 2. That the City Council authorizes and directs the City Manager to add the clas of Geographic Infomation Systems (GIS) Coordinator to the Management Salary Schedi range of $1,671 - $2,133 bi-weekly as shown in Attachment A, attached hereto and ma thereof. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council o of Carlsbad on the 4th day of September , 1990, by the following vote, to wit: AYES: Council Members Lewis, Larson, Namaux and Pettine NOES: None ABSENT: a Council Member Kulchin ATTEST: u x%LZA&- METHA L. RAUTENKRANZ, City Clerk1 (SEAL) POSITION TITLE ADMlN ASST - CONTRACTS 1562 1640 1722 1808 1899 1994 1 AQUATIC SUPERVISOR 1543 1620 1701 1786 1875 1969 I 2711 2847 2989 3138 3295 3460 ARTS MANAGER 1745 1833 1924 2021 2'122 ASSISTANT CITY ATTORNEY ASSISTANT CITY CLERK 1562 1640 1722 1808 1899 1994 ASSISTANT CITY ENGINEER 2165 2273 2387 2506 21632 2763 ASSISTANT CITY MANAGER 2711 2847 2989 3138 81295 3460 ASSISTANT FINANCE DIRECTOR 1868 1961 2059 2162 5'270 2384 ASSISTANT LIBRARY DIRECTOR 1752 1840 1932 2028 2'130 2236 ASSISTANT PLANNING DIRECTOR 2148 2255 2368 2487 2'61 1 2741 ASSISTANT TO CITY MANAGER 2169 2278 2392 2511 2637 2768 ASSISTANT UTILlTIES/MAINT. DIR. 21 10 221 5 2326 2442 2'564 2693 BUILDING DIRECTOR 2356 2474 2597 2727 2'863 3007 BUILDING MAINT SUPERINT. 1725 1811 1902 1997 2'097 2202 BUILDING MAINT SUPERVISOR 1543 1620 1701 1786 1875 1969 I CITY ATTORNEY 2978 3126 3283 3447 31619 3800 ' CITY ENGINEER 2356 2474 2597 2727 2863 3007 1 2228 I /CITY MANAGER 3134 3291 3455 3628 31809 4000 COMMUNITY DEVELOPMENT DIR. 271 1 2847 2989 3138 31295 3460 COMMUNITY REDEVELOPMENT DIR 2275 2389 2508 2634 2'765 2904 COMMUNITY ARTS COORDINATOR 1356 1424 1495 1570 1648 1731 COMPENSATION & BENEFITS MANG 1562 1640 1722 1808 1899 1994 CONSTRUCTION SUPERVISOR 1512 1588 1667 1751 1838 1930 DATA PROCESSING MANAGER 1671 1755 1843 1935 2'031 2133 DEPUTY CITY ATTORNEY 1872 1966 2064 2167 2'275 2389 DEVELOPMENT PROCESSING MGR. 1640 1721 1808 1898 1993 2092 ELECTRICAL OPTNS SUPERVISOR 1543 1620 1701 1786 1875 1969 EMPLOYMENT SERViCES MANAGEF 1562 1640 1722 1808 1899 1994 EQUIPMENT MAINT. SUPERINT. 1725 1811 1902 1997 2'097 2202 EQUIPMENT MECHANIC SUPERV. 1543 1620 1701 1786 1875 1969 EXECUTIVE ASSISTANT 1562 1640 1722 1808 1899 1994 FINANCE DIRECTOR 2395 2515 2640 2772 2'911 3057 FIRE BATTALION CHIEF 2058 2161 2269 2382 2'502 2627 FIRE CHIEF 2607 2737 2874 3018 31169 3327 GEOGRAPHIC INFO. COORDINATOR 1671 1755 1843 1935 21031 21 33 HOUSING PROGRAM ADM. 1569 1647 1729 1816 1907 2002 INFORMATION SYSTEMS DIR. 2395 2515 2640 2772 2911 3057 LIBRARY DIRECTOR 2247 2359 2477 2601 2731 2867 MANAGEMENT ASSISTANT 1221 1282 1346 1413 1484 1558 MANAGER OF RESEARCH 2144 2251 2364 2482 2606 2736 MEDIA SERVICES MANAGER 1356 1424 1495 1570 1648 1731 METER SHOP SUPERVISOR 1543 1620 1701 1786 11375 1969 MUNICIPAL PROJECTS MANAGER 2165 2273 2387 2506 2632 2763 PARK SUPERVISOR 1543 1620 1701 1786 11375 1969 PARKS SUPERINTENDENT 1725 1811 1902 1997 2097 2202 PARKS & RECREATION DIR. 2245 2357 2475 2599 2729 2865 PLANNING DIRECTOR 2395 2515 2640 2772 2911 3057 POLICE CAPTAIN 2202 2312 2428 2549 26377 2810 POLICE CHIEF 2607 2737 2874 3018 3'169 3327 POLICE LIEUTENANT 1910 2006 2106 2211 2322 2438 PRINCIPAL BLDG. INSP. 1959 2057 2160 2268 2381 2500 'PRINCIPAL CIVIL ENGINEER 1984 2083 2188 2297 2412 2532 PRlNCl PAL CONST. INSPECTOR 1799 1889 1984 2083 2'187 2296 PRINCIPAL LIBRARIAN 1508 1583 1663 1746 11333 1925 PRINCIPAL PLANNER 1812 1903 1998 2098 2203 2313 PRtN. RECREATION SUPERV. 1660 1743 1830 1922 2818 2118 PUBLIC tNFORMATtON OFFfCER 1562 1640 1722 1808 11399 1994 PURCHASING DIRECTOR 1868 1961 2059 2162 2270 2384 RECREATION SUPERINTENDENT 1725 181 1 1902 1997 2097 2202 RISK MANAGER 2275 2389 2508 2634 2765 2904 SENIOR CITIZENS COORD. 1660 1743 1830 1922 21118 2118 SENIOR MANAGEMENT ANALYST 1562 1640 1722 1808 1 t399 1994 SEWER MAINTENANCE SUPERVISOI 1543 1620 1701 1786 11375 1969 STREET MAINT SUPERINTENDENT 1725 181 1 1902 1997 2097 2202 STREET MAINTENANCE SUPERVISO 1543 1620 1701 1786 11375 1969 TRAFFIC ENGINEER 2078 2182 2291 2405 2!526 2652 UTILITIES MAtNT DIRECTOR 2245 2357 2475 2599 2'729 2865 UTILITIES MAtNT SUPERINTENDENT 1725 181 1 1902 1997 2097 2202 WATER MAINT SUPERVISOR 1543 1620 1701 1786 11375 1969 # MEMORANDUM March 20, 1990 TO: CITY MANAGER FROM: GIS Selection Committee ACQUISITION OF GIS As an adjunct to the agenda bill, we felt it important to summarize some of the information submitted to you previously, as well as providing additional insights conceining the acquisition of a GIS for Carlsbad. This memo will address “why” a GIS in Carlsbad and .what we should expect from it, followed by where, how and by whom the system would be operated and when you might reasonably expect a product (i.e. map). WHY A GIS AND WHAT WE SHOULD EXPECX FROM IT: Driven by a desire for both improved productivity and the ability to make better, more informed land use decisions, one-third of North America’s medium to large cities and counties are using GIS as a tool to transform land records management functions. Most of the remaining two-thirds are evaluating GIS implementation alternatives. The demand for applications that depend on geographic information management continues to mount. The payback from establishing a complete GIS can be substantial. Installations can assume a one-for-one return on investment (ROI) from bringing up even a single application such as automated mapping. Leveraging the GIS database to implement engineering and planning applications enables users to double the ROI. Figures improve even more if the GIS database is shared by multiple departments. It is worth noting that the stated ROIs include only tangible benefits, such as quantifiable time savings that can be realized from automated map production. Implementing a complete GIS also results in less tangible benefits, including improved planning, better decision-making and the ability to perform analyses that are impossible without as GIs. The database is your most valuable asset. Once you have built an accurate, up-to-date and easily accessible database, cost recovery opportunities and additional applications - which will in turn increase the utilization of the system - will follow. Opportunities for sharing data - both within an agency and with outside organizations - are expanding as more and more -iurisdictions implement systems. A city must look at the cost of doing business the current way; the flow of documents through the organizations; who is using the maps and records and why; also the number and types of documents that are referenced by the user group during the normal work day. These documents include such things as maps, facilities, events, engineering drawings and other information that is derived from these documents. The system is intended to enable those users to conveniently access and analyze all available geographic information in order to improve productivity and to improve levels of service to the public. # Each department currently using mapped information is a potential GIS user. At present many City departments have need of the same information, which is maintained separately in and by each department, resulting in duplication of effort to maintain the data, with several versions of the same data in use at the same time. The GIS will eliminate the need for the individual department to maintain these common data and will allow each user department to have access to the most current information available. LOCATION OF GIS HARDWARE, SOFIWARE AND PERSONNEL: The primary users of a GIS are located in the Community Development Building. To facilitate the development of the system, it would be housed at Las Palmas, along with the majority of personnel who! operate the system. DEVELOPMENT OF GIs: To facilitate the development of a GIS for Carlsbaid, the Coordinator will work with a steering committee comprised of members of the major user departments. This committee will help to guide the orderly progression of data into the system, and will assure that the user departments are fairly and equitably represented. TIMELINE FOR BUILDING SYSTEWOBTAINING PRODUCE We have met With ESRI to discuss implementation, and they provided the attached 24 month timeline. This is based on our best estimate at this time, and assumes that we have the GIS Coordinaator in place and that we will be able to use all the data we think we will be able to use. Within 9 - 12 months following delivery and installation of the system, we should be able to provide maps and be able to do some basic exercises in manipulating the data in the system. Two major studies which have been done recently for the City will provide indepth data which will be immediately available fix entry into the system when the base map is completed. These are the Master Drainage Study and the City-wide Financing Study by NBS/Lowry. When the contract was let for flying the city as a part of the Master Drainage Study, inter-department cooperation resulted in Utilities/Maintenance painting circles around access covers and marking the directions of sewer laterals, etc. This information can be picked off of the 100 and 400 scale aerial photos and digitized into the system. There are many more such sources of data which will be investigated and utilized. We feel it is important to have the GIS Coordinator in place before the system is delivered. This person is key to the successful development of a GIs. BH/ms Attach. w m GEOGRAPHIC INFORUATION SYSTEM COORDINATOR DEFINITION Under general direction, provide professional planning, administrative and supervisory activities for the Carlsbad Geographic Information System (CARGIS), using ARc/INFO. The position in this classification has managerial responsibility for the research and development, planning, implementation, coordination and enhancement of the City's automated geographic information system. This position requires aggressive efforts to ensure that the full capabilities of this multifaceted system are realized and that user departments are successfully able to match their needs with the system. The position involves short and long range systems planning, and translating the organizational goals for all GIS into the fiscal budget. Decisions and recommendations made by the Geographic Information System Coordinator affect numerous other systems and therefore requires extensive coordination and careful analysis. This position must be knowledgeable of the various types of geographic information used and then be able to conceptualize their interrelationships and translate into a workable system and implementation plan. The Geographic Information System Coordinator is responsible for establishing priorities for all operations, assisting with the preparation and administration of the division budget, and supervision of division employees. DISTINGUISHING CHARACERISTICS This position is distinguished by its focus on systems planning, administration, budget preparation, design, and user services rather than on the technical aspects of systems development and programming. The Geographic Information System Coordinator serves as a liaison between user departments and technical programming staff. EXAMPLES OF DUTIES Conceive, develop, and implement the CARGIS program, establish priorities, schedules, and budget preparation for the Division; determine resource availability for program activities and develop goals and objectives. Oversee the various aspects of CARGIS including computer aided design, geometric computations, the automated mapping and planning system, cartographic and thematic mapping and graphic modeling. Coordinate with and advise principal system users to determine system featureshequirements to ensure compatibility and interface of activities. Work closely with other departments to clarify geoprocessing and related graphic requirements and schedule updates of existing data bases, including costing and budgeting. Set work priorities, ensure products are provided to requesting clients in a timely fashioin and are complete and technically correct. Ensure the establishment and ongoing maintenance of a systematic geographic records management system utilizing computer hardware and software. Catalogue geographic information from many City departmems, conceptualize their interrelationships, and create a schematic organization. Coordinate irrtplementation with other divisions/departments. Monitor effectiveness and revise as needed. Manage the development, maintenance and utilization of the corporate geographic data base. Coordinate the integration of geographic data from various data bases. Coordinate data gathering and production of all maps and related geographic information for all City departments. w Prepare detailed written and oral reports on project progress as required. Recommend organizational structure and procedural policy for the implementation, management and maintenance of the CARGIS program. Develop short and long-term plans which establish personnel and procedures needs, including training of staff, procedures to ensure data integrity of databases, and organizational structure for post-system-development staffing. Perform other related duties as assigned. QUALIFICATIONS Knowledge of: Extensive knowledge of geoprocessing and mapping, including cartographic procedures; knowledge of technical mathematics. Computerized geographic information systems and techniques applicable to municipal mapping. Data base management theory and application; knowledge of data base, information systems design, implementation and maintenance. Supervisory techniques and administrative practices and principles, including budget preparation and monitoring; ability to apply these principles and techniques. Ability to: Prepare and interpret maps, plans, survey notes, legal descriptions and related documents. Ability to write, read, and interpret legal descriptions. Establish and maintain effective relationships with subordinates and other interdepartmental and external contacts. Conceptualize and analyze user needs, develop practical systems, and determine essential resources. Establish short and long range goals which effectively meet organizational objects and appropriately use City resources. Is visionary in overall outlook of the system and is able to recommend programs which fully utilize the system’s capabilities. Skill in negotiating schedules, establishing priorities, and establishing realistic plan for implementing programs. Effective oral and written communication skills, including skill in translating technical information for the layperson and persuading others in effective use of systems. Experience and Education: Any combination equivalent to the experience and education that could likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: I e Experience: Extensive experience in automated interactivehntegrated graphic systems,, with a minimum of two years supervisory experience. Education: Equivalent to a bachelois degree from an accredited college or university with major work in geography, mathematics or computer database administration related discipline, supplemented by the experience outlined above. --- cd - It11