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Home My WebLink AboutPR 20135: LJA ENGINEERING, INC., TO INTEGRATE CITY UTILITY MAPS INTO GIS WEB MAPPING SERVICE 4 �.E 0 City of . it- - rr rtltu 7i°xas www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: March 8. 2018 To: The Honorable Mayor and City Council Through: Harvey L. Robinson, Interim City Manager From: Ronald"Ron" Burton, Director of Development Services RE: P.R. NO. 20135—A resolution authorizing the City Manager to accept a proposal with LJA Engineering, Inc. of Beaumont, Texas to integrate City Utility Maps into GIS Web Mapping Service. Introduction: The intent of this Agenda Item is to request that City Council authorize the City Manager to accept a proposal with LJA Engineering, Inc. of Beaumont, Texas for the integration of City Utility Maps into a Geographical Information System (GIS) web mapping service. Funding available is GIS Professional Services Account No. 001-1050-517.54-00. Background: A request was submitted for funding for this project for the current fiscal year (FY17-18). The project was described as a `phased project associated with identifying City assets located underground (i.e. public utility water/sanitary sewer lines, storm water lines, etc.)" and approved by City Council as part of the budget process. LJA Engineering, Inc. is the sole source provider of the web server used to host real-time data allowing for City personnel to access above ground City assets and underground utilities; including drainage, as well as the ability to access, with permission, utility and drainage information for neighboring municipalities. The cost associated with the development of the server software has already been encumbered and utilized by other entities; therefore, this is a cost sharing project, provided to City of Port Arthur for the cost of maintenance only. The data will be secured and controlled by the City of Port Arthur and not shared with outside entities or the general public unless granted permission. 1 Budget Impact: A lump sum payment in the amount of $32,700.00 for Utility Map Conversion and web application integration, as well as a $175.00/monthly service charge for hosting on remote cloud web server. Funding available in GIS Professional Services Account No. 001-1050- 517.54-00 as budgeted for FY17-18. Recommendation: It is recommended that City Council approve P.R. No. 20135, authorizing the City Manager to accept a proposal with LJA Engineering, Inc. of Beaumont, Texas for the integration of City Utility Maps into a Geographical Information System (GIS) web mapping service. Funding available is GIS Professional Services Account No. 001-1050-517.54-00. "Remember,we are here to serve the Citizens of Port Arthur" P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743 P.R.NO.20135 2/23/2018 AN PAGE 1 OF 6 RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO ACCEPT THE PROPOSAL WITH LJA ENGINEERING, INC. OF BEAUMONT, TEXAS TO INTEGRATE CITY UTILITY MAPS INTO GEOGRAPHIC INFORMATION SYSTEM (GIS) WEB MAPPING SERVICE WITH A BUDGETARY IMPACT OF $32,700.00 PLUS A WEB SERVER HOSTING FEE OF $175.00 PER MONTH; FUNDING AVAILABLE IN GIS PROFESSIONAL SERVICES ACCOUNT NO. 001-1050-517.54-00. WHEREAS,the City Council of the City of Port Arthur (City Council) seeks the benefit of integrating city utility maps into GIS web mapping service; and WHEREAS, LJA Engineering, Inc. (LJA) has previously completed the final phase of mapping the above-ground assets for the City; and WHEREAS, LJA Engineering, Inc. is the sole source provider of the web server used to host real-time data allowing for City personnel to access above ground City assets and underground utilities; including drainage, as well as the ability to access, with permission, utility and drainage information for neighboring municipalities. The cost associated with the development of the server software has already been encumbered and utilized by other entities; therefore, this is a cost sharing project, provided to City of Port Arthur for the cost of maintenance only. The data will be secured and controlled by the City of Port Arthur and not shared with outside entities or the general public unless granted permission; and WHEREAS, after complying with the terms of Texas Local Government Code Section 252.0215, the City Council finds the conversion, integration and maintenance service provided by LJA Engineering, Inc. to be reasonable and in the public interest; and P.R.NO.20135 2/23/2018 AN PAGE 2 OF 6 WHEREAS, the City of Port Arthur (City) is a Home Rule municipality empowered by Texas Local Government Code Section 51.072 to self-govern; and WHEREAS, the City Council has the authority to enter into contracts for the lease of equipment under Texas Local Government Code Section 271.005; and WHEREAS, the City Council may adopt an ordinance, rule, or police regulation that is necessary or proper for carrying out a power granted by law to the City under Texas Local Government Code Section 51.001(2); and WHEREAS, the City Council desires to enter into an agreement with LJA for the provision services to digitize utility maps and integrate with ArcGIS web application deemed necessary for the City, as delineated in Attachment "A". NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Arthur, Texas, that: Section 1. That all of the above premises are hereby found to be true and correct legislative and factual findings of the City Council of Port Arthur, and are hereby approved and incorporated into the body of this Resolution as if copied in their entirety. Section 2. That this Resolution accepts and otherwise enters into agreement with LJA Engineering, Inc., the proposal document entitled, "LJA Proposal No. 16-009800O3-GIS Mapping Project-Integrate City Utility Maps into GIS Web Mapping Service," which is attached hereto and incorporated herein(Attachment "A"). Section 3. That the City Council authorizes the City Manager to accept the attached proposal document with LJA Engineering, Inc. and enter into an agreement with LJA Engineering, Inc. on P.R.NO.20135 2/23/2018 AN PAGE 3 OF 6 behalf of the City. Section 4. That this Resolution shall take effect immediately from and after its passage and publication as may be required by governing law. Section 5. That all Ordinances or Resolutions in force when the provisions of this Resolution become effective which are inconsistent or in conflict with the terms and provisions contained in this Resolution are hereby repealed only to the extent of any such conflict. Section 6. That it is hereby declared to be the intention of the City Council that the phrases, clauses, sentences, paragraphs and sections of this Resolution or the policy adopted by this Resolution be severable, and if any phrase, clause, sentence, paragraph or section of this Resolution shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs or sections of this Resolution, and the remainder of this Resolution shall be enforced as written. Section 7. That it is hereby officially found and determined that the meeting at which this Resolution was passed was open to the public as required and that public notice of the time, place and purpose of said meeting was given as required by the Open Meetings Act, Chapter 551 of the Texas Government Code. READ,ADOPTED & APPROVED,this day of , A.D. 2018, at a regular meeting of the City Council of the City of Port Arthur, Texas by the following vote: Ayes: Mayor: P.R.NO.20135 2/23/2018 AN PAGE 4 OF 6 Councilmembers: NOES: Derrick Ford Freeman, Mayor ATTEST: Sherri Bellard, TRMC, City Secretary APPROVED AS TO FORM: al Tizeno ity orney APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager 7174* 11 Ronald Burton, Assistant'City Manager/ Director of Development Services P.R.NO.20135 2/23/2018 AN PAGE 5 OF 6 APPROVED FOR AVAILABILITY OF FUNDS: LI, Wt,---------'" Andrew Vasquez, Director of Finance 0/101) ttallth;&. Clifto t Williams, Purchasing Manager P.R.NO.20135 2/23/2018 AN PAGE 6 OF 6 Attachment "A" LJA Proposal No. 16-009800O3-GIS Mapping Project-Integrate City Utility Maps into GIS Web Mapping Service 114 2615 Calder Avenue.Suite 500.Beaumont Texas 77702 LJA ENGINEERING t 409.833.3363 f 409.833.0317 LJAcom TBPE F-1386 TBPLS 10105600 December 21, 2017 PROPOSAL Derrick Holland GIS Coordinator City of Port Arthur City Hall, 444 4th Street Port Arthur, Texas 77641 Email: Derrick.holland@portarthurtx.gov Ph: 409.983.8155 Re: GIS Mapping Project- Integrate City Utility Maps Into GIS Web Mapping Service City of Port Arthur, Texas LJA Proposal No. 16-009800O3 Dear Mr. Holland: LJA Engineering, Inc. ("LJA") is pleased to provide this proposal to the City of Port Arthur ("Client") for professional surveying services for the referenced subject site. Based on our understanding of the project at this time, we propose the following scope of services. SCOPE OF SERVICES: LJA previously completed the final phase of mapping the above ground assets for the City. The objective of this project is to integrate those above ground assets, such as water meters, valves and hydrants, along with manholes and drainage inlets with underground utility lines in an web based GIS map service that is accessible by city personnel. To achieve this objective, the following task will be completed: A. Utility Map Conversion — Digitize the underground storm water drainage, waste water sewer and water utility lines shown on the existing City paper maps prepared by others in 1982, as well as those shown on the commercial maps of Central Mall, HEB, and Luby's Restaurant previously provided to LJA. Lump Sum $25,700.00 B. ArcGIS Web Application Integration — Create a secure private web portal with both the above ground assets and underground utilities displayed on top of a city map layer with features types and sizes labeled. A SQL server database containing the feature attributes and metadata will be created and integrated with the map layers for quick visualization and easy access. Lump Sum $7,000.00 C. ArcGIS Webserver Hosting — City map data will be hosted on an existing remote cloud web server, currently leased and licensed by the Jefferson County Drainage District No. 7 for use by local entities including City of Nederland and City of Port Neches. Monthly Fee $175.00 L:1Proiects1808(City of Port Arthur)113808.1001(GIS Mapping)101-Project InformationlCO#3116-00980003 proposal docx Mr. Derrick Holland December 21, 2017 Page 2 D. ArcGIS Webserver Maintenance — LJA will maintain the server and perform updates of the maps and database as needed on a Time and Material basis. Hourly Fee $ 200.00 COMPENSATION: LJA proposes to provide the scope of services described above for the mixed fee structure outlined above. Should work outside the above scope of services be required, a separate proposal will be submitted to the Client for approval prior to our beginning the additional services. SCHEDULE LJA can begin the work immediately upon written authorization and receipt of purchase order from the City. We estimate approximately 6 weeks to complete the Utility Map Conversion and an additional 2 weeks to complete the ArcGIS Web Application Integration, for a total of 8 weeks from start to finish resulting in web service data going live online. PAYMENTS Billings for Services rendered will be made monthly and payment is requested within fifteen (15) days of receipt of invoice. Unless special arrangements are made, a finance charge of one and one half percent (1.5%) per month will be added to unpaid balances more than thirty (30) days old as well as any costs of collection, including attorney's fees. LJA reserves the right to suspend work should invoices not be paid within the stated terms. If this proposal meets your approval, your signature below and and issuance of a work order will be sufficient authorization to commence the stated work. If you have any questions, please call me at 409.554.8888. Sincerely, ACCEPTED FOR CITY OF PORT ARTHUR • 1 Richard L. Worthey, RPLS Name: Senior Project Manager Title: Date:_ Jer y D. Russell, RPLS Vice President/ Director of Survey RLW/ahr Attachment(s) L.1Pro)ects1808(City of Port Arthur)\8808-1001(GIS Mapping)\01-Project Information\CO#3116-009800O3 proposal docx