CITY OF POMONA
COUNCIL REPORT
March 7, 2022
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: John DePolis, Information Technology Director, and Chris Diggs, Water Resources Director
SUBJECT: APPROVE AGREEMENT WITH DRAW TAP GIS, LLC. FOR GEOGRAPHICAL INFORMATION SYSTEMS (GIS) SERVICES RECOMMENDATION:
It is recommended that the City Council take the following action:
Approve a two-year agreement with Draw Tap GIS, LLC. for Citywide GIS Services in the amount not to exceed $1,235,037 beginning upon approval through June 30, 2024; and Authorize the City Manager, or his designee, to execute the agreement and any amendments on behalf of the City, subject to review by the City Attorney.
EXECUTIVE SUMMARY:
Approval of the recommended action will facilitate the continued use of Draw Tap GIS (Draw Tap) services and expand the existing services provided the Water Resources Department with new application (app) developments. The new agreement, Attachment No.1, allows for enhanced data management and utilization to better operate and manage the City’s water, wastewater, and stormwater systems.
FISCAL IMPACT:
The recommended term for the Draw Tap agreement is for the remainder of FY 2021-22 and the next two fiscal years. For the remainder of FY 2021-22 the agreement amount is $160,214. Of this amount $43,131 is included in the FY 2021-22 Information Technology Fund Budget. The $117,083 difference will be funded from the Water Fund (571-8122-52285-00000) and Sewer Fund (581-2522-52285-00000). For the remaining fiscal years, $528,169 will be included in the FY 2023-22 Proposed Information Technology Fund Budget and $546,654 will be included in the Proposed FY 2023-24 in year two. In total, the final contract amount totals $1,235,037.
PREVIOUS RELATED ACTION:
On May 21, 2018, Council awarded a professional services agreement to Draw Tap, for GIS services. This agreement was amended twice, once on May 6, 2019, to expand the services being provided, and again on August 5, 2021, to extent the contract term. The existing agreement will be superseded by the attached agreement, which increases the scope of services and duration of the agreement.
DISCUSSION:
In June 2018, the City hired Draw Tap to provide GIS services throughout the City. These services in large part included mapping and data management. As the GIS platform evolved, so too did its utilization. Currently staff has come to fully rely on the capabilities and functions GIS it provides. As an example, in Water when field staff need to locate a water pipe, GIS is used to determine its precise location. If that pipe’s age needs to be determined, GIS is the source for this information. Moreover, if that pipe is located between two properties, GIS will tell you the width of the easement it is located within. These are some simple examples of the data housed within the City’s GIS.
As the GIS software has evolved to do more data driven analytics, there has been a growing use and demand for more app development within City operations. Water has requested more app development. This demand was highly driven by COVID.
To resolve this several actions took place, including the development of GIS apps that would allow staff to make the required data entries remotely and in the field. As these applications evolved and the benefits started to emerge, so too did the expansion of the ideas on how to improve current practices. In addition, this evolution that is partially responsible for the scope of services within the attached agreement. Water is requesting to expand on the services already being supplied by Draw Tap to include applications that will both enhance the data management apps already in existence, and to create others that will facilitate data management and retrieval by staff both in the field and in the office. In doing so, decisions about how a water treatment plant is being operated can be analyzed and changed in the field and with little delay. These decisions can lead to improved water quality, reduced operating expenses, and assurances that the water, wastewater and stormwater systems are being operated and efficiently as possible.
The attached agreement also includes all the citywide services currently being provided by Draw Tap. Management of Public Works, Planning and other systems will continue be provided and expanded upon as has been the practice since 2018.
Prepared by:
Nichole Horton
Senior Water Resources Engineer
ATTACHMENT:
Attachment No. 1 – Draw Tap GIS, LLC. Agreement
Professional Services Agreement with Draw Tap GIS, LLC.