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Home My WebLink AboutItem 12 - IT NexusMEMO TO: FROM: MEETING DATE: SUBJECT RECOMMENDATION: ITEM r 12- HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL ROGER NELSON, CITY MANAGER, f APRIL 16, 2002 APPROVAL OF A CHANGE ORDER TO IT NEXUS FOR IMPLEMENTATION OF PHASE 3 OF THE GIS PROGRAM City Council to consider a change order to the professional service agreement with IT Nexus for the development and implementation of phase 3 of the City Geographic Information System (GIS) program. The total amount of the change order is $17,500.00. FUNDING SOURCE: 200-44540-533-1 Utility Fund/Admin. Services/Professional Services..$292,000.00 BACKGROUND: This change is being made in accordance with Local Government Code Chapter 252, Subchapter C, Section 252.048. Council approved a contract with IT Nexus on December 18, 2001 to develop and implement phase 3 of the City Geographic Information System (GIS) program. A copy of the original approval memo is attached for review. During the implementation of this program it was determined that additional services would be required to complete the original scope of the contract. These services include the development of a GIS data maintenance program for the Public Works Department and the City's parcels and street names and addresses. These changes can be completed for a total amount of $17,500.00. A copy of the proposal is attached for review. Staff recommends approval of a change order to IT Nexus. M April 10, 2002 (10:38AM) ITNelus,Inc. yr „` bringing information, technology and people together for results Mr. John Jennery Manager, Information Technology City of Grapevine 307 W. Dallas Road Grapevine, TX 76051 Re: Letter Proposal for Assistance Establishing GIS Data Maintenance Procedures Dear Mr. Jennery: IT Nexus can assist the City with developing a GIS data maintenance program for the Public Works Department and the City's parcels and street names and addresses. We feel this can be best accomplished through a 2 -step work effort. The first step would prepare a report of recommendations after conducting a short assessment of the data maintenance needs of Public Works Department and the departments that work with Public Works to support parcel, street name and street address maintenance. During this first step we would: • review the Public Works Department's existing utility and land base data maintenance information sources and processes (e.g., digitally submitted development plans, etc.) • document the primary GIS data maintenance tasks, information sources and work flows required for updating the City's GIS data associated with utility systems, parcels, street names and street addresses data • coordinate with the City's GIS Administrator to document the current status and data requirements of the utility, parcel and street GIS data • review available data maintenance software and/or software tools that could facilitate data maintenance tasks (this would include any software that may currently be under consideration by the Departments) • define a program for maintaining the utility, parcel and street data components of the GIS. This would include the identification of: - responsibilities for data maintenance and inter -departmental coordination, - software tools, applications or software that are needed, - if appropriate, a comparison of alternative software tools/approaches with a recommendation on what to select, IT Nexus, Inc. — North Texas 5602 Westwood Lane, The Colony, TX 75056 tel 972.668.3035 IT Nexus, Inc. — South Texas 13100 Northwest Freeway, Suite 400, Houston, TX 77040 tel 713.860.8460 IT Nexus. Inc. — Colorado 7274 W. Otero Avenue, Littleton, CO 80128 tel 720.962.0595 fax 720.962.0561 IT Nexus, Inc. — Oklahoma 15144 SE 139"' Street, Oklahoma City, OK 74857 tel 405.386.4850 fax 405.386.4851 IT Nexus, Inc. — Arizona 8713 W, Charles P. Hayes Drive, Tolleson, AZ 85353 tel 623 907-8964 fax 623.907-8965 April 3, 2002 Page 2 - staff training needs and recommended classes, - support materials that need to be created (e.g., work -flow procedures, digital submission standards, inter -agency data sharing, etc.), - a plan and budget for implementing the recommended program, including a delineation of City staff effort needed to implement and operate the program. The second step would be to implement the program, purchasing any software, consulting assistance and training that is needed. IT Nexus will conduct 2 -day of on-site interviews at the City. Our primary focus will be meeting with appropriate City staff to document their existing data maintenance information sources and work -flows associated with utility, parcel and street data maintenance, and to discuss the requirements and training needs of the new GIS data maintenance environment. We will work with the City's GIS Administrator to document the current status and data maintenance requirements of the utility, parcel, street name and street addresses in GIS database. In addition, we will collect information from appropriate software vendors to evaluate the appropriateness of alternative data maintenance software and approaches. Fr UJZ--7.rT M-11 - Va =, ILI M-C'UT-1-11-111771 1 171, IT Nexus will prepare a draft report that documents our findings and that recommends and defines a data maintenance program, addressing each of the items identified in the introduction to this letter. IT Nexus will distribute 1 hardcopy and one digital copy of the report to the IT Manager for copying and distribution to the appropriate City staff and managers. Task 3 — On-site Review Meeting IT Nexus will conduct an on-site review meeting with the appropriate City staff to review the recommendations of the report, answer questions and identify any revisions that need to be made to the report. IT Nexus will conduct the on-site review meeting in two sessions. The first session would be a Y2 -day "staff only" working session to review the report, answer questions and discuss the steps necessary to implement a successful GIS data maintenance program. The second session would be a meeting with appropriate senior staff and Department managers to review the report's recommendations, to determine what steps are needed to finalize the report and to discuss the action plan for implementing the recommended GIS data maintenance program. IT Nexus. Inc — North Texas 5602 Westwood Lane, The Colony, TX 75056 tel 972.668,3035 IT Nexus, Inc, — South Texas 13100 Northwest Freeway, Suite 400, Houston, TX 77040 tel 711860.8460 IT Nexus. Inc. — Colorado 7274 W. Otero Avenue, Littleton, CO 80128 tel 720.962.0595 fax 720.962.0561 IT Nexus, Inc. — Oklahoma 15144 SE 139" Street. Oklahoma City, OK 74857 tel 405.386,4850 fax 405.386.4851 IT Nexus, Inc. — Arizona 8713 W. Charles P. Hayes Drive, Tolleson, AZ 85353 tel 623 907-8964 fax 623,907-8965 April 3, 2002 Page 3 Task 4 — Deliver Final Report Based on the comments received during the on-site review meeting, IT Nexus will finalize the report. We will distribute 1 hardcopy and one digital copy of the report to the IT Manager for copying and distribution to appropriate City staff. Schedule IT Nexus can complete the GIS Data Maintenance Procedures assessment within four (4) weeks of conducting the on-site interviews. Budget IT Nexus can perform the scope of work for $17,500 (labor and expenses). Executed this day of _, 2002. IT Nexus, Inc. 0 -2 Robert W. Finkle President Date: April 3, 2002 Date: City of Grapevine John Jennery IT Manager I have provided above a section for signatures so, in the event these terms and conditions are acceptable, this letter can serve as a contract between the City of Grapevine and IT Nexus, Inc. If you have any questions or require any additional information, please call me at 720- 962-0595. Sincerely, Robert W. Finkle President IT Nexus, Inc, — North Texas 5602 Westwood Lane, The Colony, TX 75056 tel 972.668.3035 IT Nexus, Inc. — South Texas 13100 Northwest Freeway, Suite 400, Houston, TX 77040 tel 713.860,8460 IT Nexus, Inc. — Colorado 7274 W. Otero Avenue. Littleton, CO 80128 tel 720,962.0595 fax 720.962,0561 IT Nexus, Inc. — Oklahoma 15144 SE 1390 Street, Oklahoma City, OK 74857 tel 405.386,4850 fax 405.386,4851 IT Nexus, Inc. — Arizona 8713 W. Charles P. Hayes Drive, Tolleson, AZ 85353 tel 623 907-8964 fax 623.907-8965