HomeMy WebLinkAbout10 B - Geographical Information System
CITY COUNCIL AGENDA REPORT
AGENDA ITEM:
FEBRUARY 1, 1999
lOB
SUE MCDERMOTT, ASSISTANT CITY ENGINEER
LARRY DUSHEK, MIS COORDINATOR
JANE KANSIER, PLANNING COORDINATOR
CONSIDER APPROVAL OF RESOLUTION 99-XX
APPROVING THE PURCHASE OF COMPUTER
HARDWARE AND SOFTWARE FOR A GEOGRAPHICAL
INFORMATION SYSTEM (GIS)
DATE:
AGENDA #:
PREPARED BY:
DISCUSSION:
HISTORY
GIS (Geographic Information System) Base Mapping was included
in the Capital Improvement Program for 1998-2002. This includes
aerial photography of the entire city and orderly annexation area.
The Council approved a cooperative agreement with Scott County
for cost sharing of aerial photography and stereo digitizing on
March 16, 1998. This work is nearly complete.
GIS is a computer system that stores and analyzes data describing
places on the earth's surface. GIS defines geographic coordinates
of features that can be linked to data attributed to that feature. A
GIS system can store data in a variety of map projections and
coordinate systems. Data may be analyzed by queries or statistical
analysis.
Based on information provided by ESRl (Environmental Systems
Research Institute, Inc.), the developer of ArcView GIS software,
the seven counties in the metropolitan area as well as at least
twenty-three communities within the seven county area have
implemented GIS. Included in the list are Scott County, Savage,
Shakopee and Belle Plaine.
162~{ldDagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
Of the $80,000 included in the CIP to fund the GIS mapping, to
date $26,430 has been approved through the cooperative agreement
with Scott County.
CURRENT CIRCUMSTANCES
The City's Computer Committee, which is made up of a
representative of each City department, has prepared a justification
for the purchase of hardware and software to implement a city-
wide GIS program at a cost of $32,314. The justification form is
attached to this report.
The Committee originally looked at the possibility of contracting
with LOGIS (Local Government Information Service) which is
who the Cities of Savage and Shakopee use for their GIS support.
However, this service would cost the City of Prior Lake an
additional $25,000 annually for their services, which include
periodic technical help, initial set-up, data updates, etc. After
concluding that the LOGIS option was not feasible for Prior Lake,
nor worth the cost, the committee worked with MIS Coordinator,
Larry Dushek, to come up with a plan that will attempt to provide
the benefits of GIS with our existing staff and within our
established budgeted amount.
The Computer Committee is proposing the acquisition of three
workstations (which replace three existing workstations), a server,
ethemet switch, scanner, digitizing board, as well as software,
training and purchase of the City's parcel map from Scott County
(see the justification form for more detailed descriptions of each
item).
With the appropriate training, data bases and adequate staff time,
the potential applications can include: property owners' maps,
pavement management, wetland inventory, bluff identification,
flood plain, zoning and comprehensive plan, utility bill tracking,
assessment rolls, crime statistics, building permits, storm damage
and other City-wide information. At this time, the proposal is to
utilize existing staff members to accomplish the work we can with
GIS.
The new work stations and network hardware are needed due to the
size of the data files used by the GIS software. Faster computers
are needed or considerable staff time is wasted waiting for the
computer to process information. The network upgrade will allow
the City to effectively segment heavy users and minimize the
GIS.DOC
degradation of network performance for all users. In other words,
heavy word processor, building permit and schedule users will not
be affected by the GIS system's operation. The scanner and
digitizing table will be used to input existing data into GIS. The
work stations being replaced will be provided to the Police
Department to upgrade their equipment.
The benefits of GIS to Council, residents, and customers are:
. More accurate information will be available to assist in the
decision making process.
. Data integration and consistency across all departments and
with other cities and counties.
. Reduce staff time needed to generate information and analyses.
. Reduce costs in staff time needed for field work to gather
information.
. Increase customer service by providing accurate and consistent
information in a timely manner.
. Provide professional maps and graphics to the public.
ISSUES:
We are not able to precisely quantify the savings which GIS will
make possible. However, here are some examples for
consideration:
1. An example of time savings was demonstrated to staff recently.
An address list was required for properties around Prior Lake
for the City's sump pump program. Staff spent three days
attempting to complete the list by cross referencing address
maps with an Excel spreadsheet containing the County's
property management data, and still had only completed
approximately one-third of the list. After contacting Scott
County staff, a county technician completed several different
property lists of parcels at various distances from the lake and
created maps depicting each option. This was accomplished in
approximately one and one-half hours using Arc View software,
the County's parcel map and property management database.
The County has indicated that they are not in the business to do
work for the City, but were willing to help with this project to
show us the benefits of GIS.
2. A data base with accidents and traffic violation locations could
be mapped to assist the police department with determining
where to locate speed patrols and accident reduction areas.
GIS.DOC
FISCAL IMPACT:
ALTERNATIVES:
GIS.DOC
3. Planning and zoning maps in a GIS format could be provided
to the City's consultants for use in preparing the
Comprehensive Plan. Currently consultants have to deyelop
maps as we do not have these maps in electronic format. By
providing the information, consultant costs could be decreased.
4. Sanitary sewer and water record drawings ("as-builts") could
be entered into the GIS system. This would not only provide
the City staff with locations of the utilities, but also provide
accurate location of services to individual properties and the
information easily accessed for builders or property owners.
5. There are other applications for use of GIS in Public Works,
specifically asset (pavement, utilities, signs, culverts, etc.)
management. Implementing a pavement management system,
for example, can provide information to the entire organization
in terms of specific designs that are working, identifying
specific areas that need maintenance or reconstruction, timing
of the improvements, how much should be spent, funding
considerations and coordination with other departments. The
information can then be used to assist in the development of the
CIP. This information can be provided to the Council to assist
in their decision-making process.
GIS was designated in the 1998-2002 CIP to be funded by the
Trunk Reserve in the amount of $80,000. Trunk Reserve funding
was identified because one of the maximum benefits is asset
management of the City's infrastructure. Based on this request for
$32,314 and the previous approved amount of $26,430, the total
requested for GIS implementation is $58,744. Equipment will be
purchased through the state purchasing contract. At this time, we
are proposing to accomplish the work we can utilizing existing
staff members. In the future, depending on the demand and/or
complexity of the GIS applications, additional staff or use of
consultants may be required to accomplish specific projects.
The alternatives are as follows:
1. Approval of Resolution 99- XX approving the purchase of
hardware and software for GIS.
2. Table this item for a specific reason.
3. Deny this agenda item for a specific reason.
RECOMMENDED
MOTION:
GIS.DOC
A motion and second approving Resolution 99-xx authorizing
expenditure of $32,314 for hardware and software (or a
geographical information system (GIS).
RESOLUTION 9~ 0 g-
RESOLUTION APPROVING THE PURCHASE OF COMPUTER HARDWARE
AND SOFTWARE FOR A GEOGRAPHICAL INFORMATION SYSTEM (GIS)
MOTION BY: SECONDED BY:
WHEREAS, the City of Prior Lake desires to implement a geographical information
system; and
WHEREAS, the City of Prior Lake Computer Committee has prepared a justification
report the necessary hardware and software in the amount of $32,314; and
WHEREAS, the 1998-2002 Capital Improvement Program identified $80,000 for GIS to
be funded through the Trun~ Reserve.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA, the expenditure of up to $32,314 is authorized from the Trunk Reserve fund
for the purchase of hardware and software through the State of Minnesota Cooperative
Purchasing Program to implement a geographical information system.
Passed and adopted this 1st day of February, 1999.
YES
NO
Mader
Kedrowski
Petersen
Schenk
Wuellner
Mader
Kedrowski
Petersen
Schenk
Wuellner
{Seal}
Frank Boyles
City Manager
City of Prior Lake
16200 ~@sQ}f.OO2.~e5.~~G Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
LIST OF POTENTIAL APPLICATIONS
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Computer Hardware and Software Acquisition Justification Form
~
City of Prior Lake
Name:
Computer Committee
Department:
City- Wide
Date:
October 5, 1998
1. Hardware or Software Requested:
Hardware:
a) 3 workstations - An example of the equipment type needed is as follows: HP
Vectra VE/8 350 Mhz Pentium II with 128MB Ram, HP CD Writer, Network Card,
and 21" monitor. The actual items purchased mayor may not be different depending
on market conditions, but will not exceed estimated cost. (2 stations to Engineering, 1
station to Planning)
b) Snap Server, 8GB
c) 3Com 10/100 Fast Ethernet Switch
d) HP Scanner (II" x 14")
e) Digitizing board - Calcomp Drawing Board III (36" x 48")
f) Rewiring to Category 5 standard as required for 100mbs network speeds.
Software:
a) 3 licenses for Arc View
b) 5 licenses for Access
2. Cost of hardware/software:
Hardware:
a)Computers $3,282 each x 3 = $9,846
b )Snap Server $1,200
c) Ethernet Switch $2,500
d) Scanner $800
e) Digitizer $6,500
G:\MEMOS\SUE98\ACQ.DOC
f) Rewiring $1,500
TOTAL HARDWARE $22,346
Software:
a) Arc View $956 each x 3 = $2,868
b) Access $200 each x 5 = $1000
TOTAL SOFTWARE $3,368
Training:
a) 3 people x $550/class x 2 classes (Begin. and Intermediate) = $3,300
TOTAL TRAINING $3,300
Data:
a) Parcel map/property management $300 per megabyte x approx. 11 mb = $3,300
TOTAL DATA $3,300
TOTAL COST $32,314
3. Proposed Vendor:
Hardware:
a, b, c and d) GE Technology Solutions
e) CAD/CAM Engineering Systems, Inc.
f) To be determined
Software and Training:
a) Rowekamp and Associates
b) To be determined
Data
a) Scott County
4. Cost of ongoing maintenance (i.e. servIce based on past performance of this
hardware/software):
No additional cost other than normal maintenance of computer equipment. Rowekamp
provides unlimited technical support for Arc View at no charge.
On-going costs of updates from Scott County (rate is negotiable but other cities pay
approx.$300nvnB)
G:\MEMOS\SUE98\ACQ.DOC
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5. Cost of training required:
'.,
$550 per class per person. We suggest sending a minimum of three people'to both the
introductory and intermediate classes.
6. Is this item part of the MIS matrix? Ifnot, is it budgeted? If so, where?
No, this is not part of the MIS matrix but is included in the 1998 CIP to be funded by
the trunk reserve. The dollar amount in the CIP is $80,000. To date, $26,430 has been
approved for base mapping through a cooperative agreement with Scott County.
7. What specific task(s) will it accomplish?
With the appropriate training, data bases and adequate staff time the attached list
shows potential applications. In general, GIS will provide a mapping and analysis
information system to provide graphic analysis for a wide variety of information.
Examples include property owners' maps, pavement management, wetland inventory,
bluff identification, flood plain, zoning and compo plan, utility bill tracking,
assessment rolls, crime statistics, building permits, storm damage and other City-wide
information.
8. What specific task(s) will it accomplish which cannot be accomplished by existing
hardware/software?
GIS defines geographic coordinates that form spatial components that can be linked to
data attributed to that feature. In other words, it links information about the features
on the map to the features on the map. Data may be analyzed by queries or statistical
analysis.
In addition, without Arc View software, we do not have the capability to modify the
City map nor will we be able to electronically use the parcel data or base map
information which the County will provide.
9. Which alternate brands of hardware/software have been considered?
Hardware: A GTCO Corp. digitizing tablet was considered but was more expensive for
the same features provided. All other hardware was recommended by the MIS
Coordinator and was researched with regard to price comparisons and compatibility
with our current system.
G:\MEMOS\SUE98\ACQ.DOC
Software: None. Every other GIS user we interviewed uses ArcView, including Scott
County and neighboring communities.
.- ,
10. What makes this hardware/software a better purchase than an alternate brand?
The software is widely used and there are existing users groups. It is compatible with
the County's system, will recognize AutoCAD drawing files, and can utilize existing
data bases created in other software (Access, Excel).
The digitizing board was compared with other brands for price and is approx. $1,000
less expensive than GTCO Corporation (another leading supplier of digitizing
equipment) for an equivalent model.
11. Impact of new hardware/software on current system:
Hardware upgrades are included in this request. The justification for the network
hardware (Ethernet and Snap Server) is as follows:
In the past few months the City has moved its financial software from the Alpha LAN
network to the Novell network. The GIS program and data will also function on the
Novell system. Both of these programs move large volumes of data across the
network. At the present time, all users share the network bandwidth of 10mbs
(megabits per second). A 10/1 00 Fast Switch and separate storage server will allow
the City to effectively segment heavy users and minimize the degradation of network
performance for all users. This fast switch will also provide the opportunity to upgrade
heavy users to 100mbs network speeds in the future.
The digitizing board that is currently in the Engineering Department works only with
Alpha LAN, can't be upgraded to function with a PC, and is not Y2K compliant.
Impact on staff: At this time, we are proposing to accomplish the work we can with
GIS utilizing existing staff members. In the future, depending on the demand and/or
complexity of GIS applications, an additional staff person or the use of consulting
services may be required to accomplish specific projects utilizing GIS.
12.Return on Investment (i.e., savings in dollars based upon: time saved, servIce
improvement over life span of product: 2-5 years).
· More accurate information available to assist the decision making process.
· Data integration across all departments and with other cities and counties.
· Reduce staff time needed to generate information and analyses.
G:\MEMOS\SUE98\ACQ.DOC
. Reduce costs in staff time needed for field work to gather information.
. Increase customer service by providing accurate and consistent information in a timely
manner.
. Provide professional maps and graphics to the public.
Comment: Other cities in Scott County have implemented GIS and are deriving these
benefits. These cities include Shakopee, Savage, and Belle Plaine. Savage has
established a full-time GIS staff position. Shakopee has assigned primary
responsibility for GIS to two positions, a planner and an engineer (GIS is not their only
function).
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