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Home My WebLink About5B - GIS and Cartegraph Systems Support MEETING DATE: AGENDA #: PREPARED BY: PRESENTER: AGENDA ITEM: DISCUSSION: 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT September 7,2010 58 Steve Albrecht, PW Director Kelly Meyer, Asst. City Manager Kelly Meyer CONSIDER APPROVAL OF A RESOLUTION SUPPORTING A CONTRACT FOR SERVICES WITH THE CITY OF SHAKOPEE FOR GIS AND CARTEGRAPH SYSTEMS SUPPORT. Introduction The purpose of this agenda item is to advise the Council of the City's efforts to seek out opportunities to collaborate with other governmental entities when possible. In this instance, the City will contract with the City of Shakopee to use its personnel on a temporary basis until the end of the year to provide technical support for our GIS and Cartegraph software programs. Utilizing personnel on a temporary basis will provide an opportunity for both parties to determine if the collaboration could be continued on a longer term basis and meet the needs of both parties. Historv Since 2001, the City has been able to dedicate one (1) full-time position for management of its GIS (Geographic Information System) data. Over time, Prior Lake, like most other cities, has come to depend upon this technology that manages data and maps locations of easements, water and sewer utilities, property addresses, and right-of-ways. At the beginning of 2010, the full-time GIS position was also charged with implementing the Cartegraph asset management software. The City has used the pavement module of this system for many years to track and rate the condition of its street pavement. The software is now being expanded to help us inventory and manage a variety of other public assets such as water, sewer, storm sewer, street and park infrastructure. The system is also currently being used to track staff time related to maintenance of City infrastructure. In 2011, staff plans to implement a fleet management component of Cartegraph. This tool allows for accounting of City costs and resources related to the maintenance of City infrastructure. Access to this information allows Staff and the City Council to make value-based infrastructure management decisions. Like any software, the product is only as reliable as the data behind it. Both the GIS and Cartegraph software require technical staff dedicated to collecting, inputting, updating, and providing ongoing management of the background data. Other responsibilities include setting up the software, running reports, trouble-shooting, managing licensing, and training end users. Current Circumstances In mid-2010, the City's GIS/Cartegraph Coordinator resigned employment. As is the City's practice with any vacant position, we have asked these questions: · What are the City's needs? R\Collncil\2010 Agenda Reportsl09 07 10\GIS Cartegraph Contract for Services with Shakopee 2,doc ISSUES: FINANCIAL IMPACT: ALTERNATIVES: RECOMMENDED MO}\ON: Rlvi.Jwed r t Fra~~~es ty · Can the responsibilities be outsourced to a private company? · Is there opportunity for existing staff to grow and assume the responsibilities? · Do other cities/counties provide similar services? What are the options for collaboration? · What is the most cost-effective means to meet the City's needs long-term? · Does this approach make the organization stronger? In order to evaluate what the City's needs are and what resources are needed, we will leverage multiple approaches over the next three months, including: · Contracting with the former GIS Coordinator (now her own private company) to complete data updates and conversion so that Scott County can assume some of our GIS responsibilities beginning in 2011. This is possible because of the City's interconnect with Scott County via the fiber optic ring. · Training a number of staff end users in GIS so that they are capable of doing more with the software. · Providing more technical in-depth training to one existing staff member in Cartegraph. · Contracting with WSB (consultant) to supplement any additional support needed for Cartegraph or GIS. · Contracting with City of Shakopee to utilize one staff member on-site for 8 hours per week to provide technical support and troubleshooting for Cartegraph and GIS. In the short term, this division of duties is more work for existing management staff. However, we do believe it will provide a basis for staff to effectively evaluate the City's needs. In December we will re-evaluate each of these components to determine how best to proceed long-term. Conclusion This agenda item is intended to inform the Council of our ongoing efforts, and seeks Council support through adoption of the attached resolution supporting a contract for services with the City of Shakopee. There are no significant issues. Because the City Manager has authority for the management of personnel under the City's Plan B form of government, no formal action is required by the Council. In addition, the cost of the contract falls within the City Manager's purchasing authority. However, the City Manager desires to keep the Council informed of our personnel efforts and solicit any Council feedback. The cost for this contract through the end of the year will be less than $7500 and is currently in the Public Works operating budget. 1. Provide feedback if desired. 2. Motion and second to approve the attached resolution supporting a contract for services with the City of Shakopee for Cartegraph and GIS systems support. Alternatives 1 and 2 as the Council deems appropriate. \0907 10\GIS Cartegraph Contract for Services with Shakopee 2.doc 2 WHEREAS, WHEREAS, WHEREAS, WHEREAS, 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 1 Q-xxx A RESOLUTION SUPPORTING AN AGREEMENT WITH THE CITY OF SHAKOPEE FOR UTILIZATION OF ITS ENGINEERING STAFF FOR GIS AND CARTEGRAPH TECHNICAL SUPPORT Motion By: Second By: the City of Prior Lake experienced a resignation in its technical GIS and Cartegraph staff in July 2010; and the City wishes to allocate a period of time to explore its options for filling this position and evaluate its long-term needs; and the City seeks to fill its short-term needs utilizing a number of strategies including an agreement with the City of Shakopee to pay for the services of its technical staff; and the City Manager wishes to keep the Council apprised of the City's ongoing efforts to consider outsourcing, collaborations, and other opportunities when addressing the City's long-term personnel needs. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The City Council supports the agreement with the City of Shakopee for utilization of its engineering staff for GIS and Cartegraph technical support in order to fully evaluate its ongoing staffing options. PASSED AND ADOPTED THIS 7th DAY OF SEPTEMBER, 2010. YES NO I Myser I Erickson I HedberQ I Keeney I Millar Myser Erickson HedberQ Keeney Millar Frank Boyles, City Manager R:\Collncil\2010 Agenda Reports\09 07 10\GIS Cartegraph reso.doc AGREEMENT FOR THE CITY OF PRIOR LAKE P ART -TIME UTILIZATION OF CITY OF SHAKOPEE ENGINEERING EMPLOYEES THIS AGREEMENT, entered into by and between the CITY OF SHAKOPEE (Shakopee), a Minnesota municipal corporation, and the CITY OF PRIOR LAKE (Prior Lake), a Minnesota municipal corporation, is effective upon the execution of this Agreement by the named officers of both Cities. RECITALS WHEREAS, PRIOR LAKE is in need of additional engineering and technical support services; and WHEREAS, SHAKOPEE has a full service Engineering Department and other technical employees that are able to provide the services required by PRIOR LAKE; and WHEREAS, Prior Lake desires to contract with Shakopee for Engineering Services. NOW, THEREFORE, it is mutually stipulated and agreed to as follows: 1. SERVICES. A. SHAKOPEE will provide qualified engineering services employees ("Employees") to perform geographic information system and cartegraph system support and related technical services required by PRIOR LAKE not to exceed eight hours per week (including travel time). PRIOR LAKE may request additional employee time, but any additional time must be approved in advance by SHAKOPEE. The services include the following: . GIS Mapping and Map Updates . Cartegraph Services including data and system management and report preparation B. SHAKO PEE shall be solely responsible for compensating the assigned Employees engaged in providing technical services under this Agreement, including any overtime wages incurred, as well as any insurance or employee benefits provided under the policies or agreements of SHAKOPEE. In the event that overtime is paid to the employee, PRIOR LAKE agrees to be responsible for reimbursing SHAKOPEE for half of the overtime paid to the Employees up to the total number of hours used by PRIOR LAKE during the period in which the overtime is paid. In addition, SHAKOPEE shall be solely responsible for training, workers' compensation, reemployment insurance benefits, and compliance with other employee related laws, including OSHA, ERISA, RLSA, and FMLA. 374084v2 SJS SH155-23 SHAKOPEE shall retain the sole authority to control the Employees, including the right to hire, fire and discipline them. C. PRIOR LAKE shall provide the necessary office equipment, work area and supplies for the assigned Employees when they are holding office hours in the PRIOR LAKE Maintenance Center and will bear all costs attendant thereto. D. PRIOR LAKE and SHAKOPEE shall coordinate scheduling of work to be performed by the assigned Employees and shall receive prior approval of all scheduled hours to be performed under this Agreement from the SHAKOPEE Public Works Director. E. The assigned Employees shall be under the direct superVISIOn of the SHAKOPEE Assistant City Engineer for the purpose of performance review and any discipline related issues. It is understood that while the assigned Employees are providing services for PRIOR LAKE, the Employees will be under the work direction of the PRIOR LAKE Public Works Director. PRIOR LAKE shall notify SHAKOPEE of any and all complaints about the services rendered by the assigned Employees and cooperate in the documentation, investigation, and resolution of the same. F. PRIOR LAKE and SHAKOPEE shall participate jointly in the interviewing of applicants and hiring of the primary assigned Employee (GIS Specialist), including any replacement for this position if necessary. However, the final decision on selection shall be made by SHAKOPEE. G. All costs related to training, licensing, equipment and other matters concerning the professional development of the primary assigned Employee necessary to provide these services contemplated by this Agreement shall be borne by SHAKOPEE. Reimbursement for these costs shall be included in the reimbursement formula under the payment section for engineering services. 2. PAYMENT. PRIOR LAKE shall compensate SHAKOPEE for services rendered in the amount of 2.0 times the base salary of assigned Employee providing services to PRIOR LAKE including travel time from SHAKOPEE office at 500 Gorman Street to PRIOR LAKE Maintenance office. PRIOR LAKE shall make monthly payments, upon presentation by SHAKOPEE of a monthly billing equal to costs incurred for that month. 3. INDEMNIFICATION. SHAKOPEE agrees to defend, indemnify and hold harmless PRIOR LAKE, and its officials, agents and employees from and against all claims, actions, damages, losses and expenses arising out of or resulting from SHAKOPEE's performance of the duties required under this Agreement, provided that any such claim, action, damage, loss or expense is attributable to bodily injury, sickness, disease, or death or to the injury to or destruction of property including the loss of use resulting therefrom and is caused in whole or in part by any negligent act or omission or willful misconduct of SHAKOPEE. This provision shall not be construed as a waiver by either party of any defenses, immunities or limitators on liability with respect to claims made by third parties. 374084v2 SJS SH155-23 PRIOR LAKE agrees to defend, indemnify and hold harmless SHAKOPEE and its officials, agents and employees from and against all claims, actions, damages, losses and expenses arising out of or resulting from PRIOR LAKE's performance of the duties required under this Agreement, provided that any such claim, action, damage, loss or expense is attributable to bodily injury, sickness, disease, or death or to the injury to or destruction of property including the loss of use resulting therefrom and is caused in whole or in part by any negligent act or omission or willful misconduct of PRIOR LAKE. This provision shall not be construed as a waiver by either party of any defenses, immunities or limitators on liability with respect to claims made by third parties. 4. TERMINATION, SEPARABILITY. A. The term of this Agreement shall be ongoing, but this Agreement may be terminated by either party for any reason upon thirty (30) days' written notice provided to the respective City Manager of PRIOR LAKE or City Administrator of SHAKO PEE. B. Upon termination, any and all records or property of the respective Cities will be returned to the appropriate City within ninety (90) days. C. This Agreement is governed by the laws of the State of Minnesota. D. In the event that any provision of this Agreement is held invalid, the other provisions remain in full force and effect. 5. REVISIONS TO AGREEMENT. Both parties acknowledge that modifications to this Agreement may be necessary to ensure an effective, on-going working relationship. To that end, PRIOR LAKE and SHAKOPEE shall use their best efforts to ensure the viability of this Agreement into the future. However, any alterations, variations, modifications, or waivers of provisions to this Agreement will only be valid when they have been reduced to writing and duly signed, and attached hereto. 6. ENTIRE AGREEMENT. This Agreement represents the entire Agreement between SHAKOPEE and PRIOR LAKE and supersedes and cancels any and all prior agreements or proposals, written or oral, between the parties relating to the subject matter in this Agreement. 7. RELATIONSHIP BETWEEN THE PARTIES, It is agreed that nothing contained in this Agreement is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties. 374084v2 SJS SH15S-23 IN WITNESS WHEREOF, the Cities of PRIOR LAKE and SHAKOPEE have caused this Agreement to be duly executed effective on the day and year last entered below: Dated: CITY OF PRIOR LAKE By: Frank Boyles Its City Manager Dated: CITY OF SHAKOPEE By: John Schmitt Its Mayor By: Mark McNeill Its City Administrator By: Judith Cox Its City Clerk ENGR/20 I 0- PROJECTS/20 I O-CORRESPONDENCE/ AGREEMENT -PL-SHAKOPEE 374084v2 SJS SH155-23